AIS understands that undergraduate and graduate students are critical to the future of the Information Systems discipline. The leadership of AIS has committed the resources necessary to build this vital component of the association, which operates within the larger IS community. AIS also understands that Faculty Advisors are the stabilizing force of the local student chapters as the student leadership and membership remains dynamic, and appreciates the time they volunteer and the effort they put forth to help student chapters succeed. This Faculty Advisor Manual has been created as a resource to assist advisors with the organization and guidance of student leaders of the local student chapters.
The tabs below are only a portion of the AIS Advisor Manual. For the complete version (PDF), Click here.
If you have any questions regarding the content or suggestions for additional topics, please email firstname.lastname@example.org.
The Faculty Advisor plays a vital role in the success of the Student Chapter and its members. First and foremost, Student Chapters must have a current AIS member serving as Faculty Advisor in order to gain or maintain their official status with AIS. Beyond being a name on the Petition for Charter or the Annual Report, there are several things you as the Faculty Advisor can do to support the Student Chapter and, in return, gain a rewarding experience for yourself. Your time is limited, of course, but a little time dedicated to supporting the Student Chapter can go a long way.
As mentioned in the introduction, the Faculty Advisor provides much-needed continuity to a chapter whose leadership and membership is changing on an annual basis. Each year, student members work diligently to improve the chapter and make gains in the areas of membership, programming, and finances. Through your consistent involvement as Faculty Advisor, you can help the group maintain steady progress even when different students are coordinating chapter operations each year. It is important for the Faculty Advisor to ensure that the Student Chapter is keeping thorough records and that new officers receive training and orientation as they assume their roles each year.
The Faculty Advisor also serves as a key liaison between the Student Chapter and the host academic department as well as significant campus organizations and administrators (see Working with the College/University below). Frequently, the Student Chapter counts on faculty involvement with the educational and career-related programming it is required to implement. The Faculty Advisor can help with introductions to other faculty, both within the IS department and other academic departments. In return, the members of the Student Chapter will be able to help the host academic department in many ways, including participating in events that represent the college/university. You may also have developed positive working relationships with administrators in the host department and/or the student activities department, and therefore you may be able to approach these colleagues for assistance and information as you work to support the Student Chapter.
Finally, the Faculty Advisor has the wonderful opportunity to be a mentor for the students as they explore their futures in the IS field. Whether in the form of a chapter program, group discussions, or one-on-one interaction, you have a lot to offer to the student members as they work to apply their classroom learning and identify career possibilities in the IS profession.
AIS has only a few specific expectations of Student Chapter Faculty Advisors. They are as follows:
- The Faculty Advisor must be a member of AIS.
- The Faculty Advisor must be a faculty member of the host academic department.
- The Faculty Advisor, as a member of AIS, must agree with the AIS Code of Research Conduct.
- The Faculty Advisor is expected to ensure the Student Chapter submits the Annual Report of Activities and Membership to AIS.
- The Faculty Advisor is expected to meet with the chapter at least once per quarter, preferably once a month.
There are many sources of support for you in your role as Faculty Advisor, including resources within AIS and the student affairs staff on your campus. Within AIS, the Vice President of Student Chapters and the members of the Student Chapter Advisory Board are national volunteers who have significant previous experience working with Student Chapters. They have a wealth of knowledge about chapter programs and activities and can help with ideas or troubleshooting. The Component and External Relations Manager can assist with questions about fees, membership, awards, and the annual report. Contact information for all of these people can be found in the “About” section of the this website .
The additional tabs on this page contain helpful information for Faculty Advisors about all areas of Student Chapter operations. Specifically, you’ll find contact information for other Student Chapters here, guidelines for completing the Annual Report of activities and membership, model bylaws, and information about AIS awards for student chapters.
On the campus, you may find support for your efforts among colleagues in the IS department or the student affairs departments. It may be especially helpful to talk with other faculty who serve as advisors to academic clubs or other student organizations. There is always much to learn from others’ experiences. In addition, on every campus there is typically an administrative department that oversees all student organizations and activities. Often, this department provides informational programs for faculty advisors regarding campus procedures and services provided by the department. Staff may also present organizational development programs for the student chapter or assist with planning events on campus. It is a good practice for you, as Faculty Advisor, and the student leaders within the student chapter to maintain good communication with this office.
How to Apply for AIS Student Chapter Awards
AIS sponsors several awards to recognize Student Chapters overall achievement as well as accomplishments in specific programming areas. The awards are presented each year at a special ceremony, and several of the awards have multiple recipients. Recipients are presented with a plaque or certificate as well as a special AIS logo to be used on their website.
Eligibility for Awards
Any Student Chapter that receives recognition and/or maintains good standing with AIS by
March 1 of each year shall be eligible for awards for that year.
How to Apply for Awards
Award selections are based on the Annual Reports submitted by Student Chapters for the most
recent academic year. These reports are due by the first week of May each year. The process for completing
this report is not complicated, but some preparation and attention to record keeping throughout
the year will make it even easier.
Listed below are the various awards presented to Student Chapters each year:
|Student Chapter of the Year||Outstanding Membership Activities|
|Best New Student Chapter||Outstanding “Careers in IS”|
|Distinguished Student Chapter||Outstanding Community Service|
|Outstanding Student Chapter||Outstanding Fundraising|
|Outstanding Professional Development||Outstanding Communications|
For more information about each of the award categories, click here.
Award Selection Process
Award recipients are chosen by a committee chaired by the Awards Chair from the AIS Student
Chapter Advisory Board.
When possible, the Awards Committee is comprised of the following people:
- Three AIS student chapter faculty advisors
- Three AIS student chapter members
- One industry representative selected from AIS industry sponsors by the AIS office
- One representative from the AIS council to be nominated by the AIS president
- One representative (conference or program chair) from the host conference
Committee members use a defined set of criteria to evaluate the Annual reports and will recuse themselves from voting on submissions from their home institution.
One area in which the Faculty Advisor may provide guidance to the student chapter is the area of finances. A sustainable financial model is critical to the student chapter’s success and longevity. The three key areas of student chapter finances are budgeting, policies and procedures, and fundraising.
For more specific guidelines, please go to the Chapter Finances page.
New Student Chapters must have 10 members in order to petition AIS for a charter. Following chartering, the AIS expectation is that Student Chapters will strive to attain membership of at least 25 students. As the Faculty Advisor, it is important that you ensure the Student Chapter develops an ongoing plan for recruiting new members. Ideas for doing so may be found in the Membership Recruitment and Best Practices section of this manual.
The following articles may also be helpful:
- Membership Recruitment Made Easy – Phired Up Productions
- You Can’t Recruit Who You Don’t Know – Phired Up Productions
The benefits of maintaining your organization’s status as a Student Chapter of AIS are many:
- The Student Chapter and its members benefit from the reputation of AIS.
- The presence of an AIS Student Chapter at the institution makes a positive impression on potential IS students and faculty.
- Student Chapter members benefit from chapter programs and activities, not only because of the educational content but because of the opportunity to plan and implement these activities.
- Student Chapter members can network with fellow IS students and faculty from around the world.
- Student Chapter members can attend conferences to learn from faculty and experts from around the world.
How to Renew your Student Chapter Status
There are just two things a Student Chapter needs to do to renew its status with AIS each year.
1. Submit the Annual Report of Activities and Membership
2. Submit the annual organization fee prior to expiration*
* You will receive a reminder email with a link to pay online. You may log in to the AIS website with the student chapter login (not your individual AIS membership login) and pay online. If you have any questions on paying your organization fee, please contact email@example.com.