Q&A: What does a Beta Advisor do? How can I help? What Should I Know?

Here are common questions prospective Beta Theta Pi advisors ask before volunteering.

ROLE AND EXPECTATIONS

What does a chapter advisor/volunteer actually do?

When the Gamma Theta chapter was re-colonized in the late 90s, it was required to have an advisor committee. A chapter must have a minimum of five advisors; today we have over 20. One has to live on site. That's our new active advisor, Evan Keppler. lia@wsubeta.org welcome him when you get the chance.

Each student in a leadership role is assigned an advisor by the advisor committee, Chapter Counselor Robert Monroe, who leads the advisor team. The advisor then connects with the student and coaches, mentors, and advises at a pace that fits the student. Sometimes that means a phone call, text, or Zoom meeting. Each advisement is different based on the student's personality.  

Many leadership roles are held by sophomores and juniors, so it helps to be a sounding board while also serving as a risk check, since young leadership is not always wise leadership. The goal is not to be their parents or teachers, but to be a brother in their corner. We ask probing questions. We do not judge; we help guide them to make their own wise decisions.

What is the expected time commitment each week or month?

The goal is regular check-ins without an inconsistent pace. We recommend connecting every two weeks during the school year or early in the school year. As things settle down, you can adjust based on the student's needs. It's usually a 35- to 45-minute call. If you visit for Homecoming or a parents' weekend, or you're in Pullman, it's fun to take them out for breakfast, lunch, or dinner. A Coug burger usually doesn't hurt the pocketbook. I usually let them bring a good friend from the house so we can get to know more of his brothers. It's also nice to meet the parents if you can; we are building trust. As the relationship matures, you have more impromptu discussions and fewer scheduled ones, but it's always rewarding when they call with bright, intelligent questions that keep you on your toes. That's when you know you are doing a great job.

How long am I expected to serve?

I think it is best to have a minimum of two years of service. It takes one year's cycle to understand how the university, the house, and the association work together. However, if you have a Superman-type skill set and can only give it for ten weeks or ten hours, I'm sure Rob and the group would love your expertise. Many of the people running these boards have served five to 10 years. Rob Monroe, the current Chapter Counselor, is an ex-Navy SEAL, so it's fun to watch his management style in action. It can be a breath of fresh air: no nonsense, get it done, and hold you accountable. A little different than some city council meeting in Seattle. :(

Are meetings held in person, virtually, or both?

Meetings happen twice a month on Zoom for one hour on a Monday between 5:00 PM and 6:00 PM. They happen like clockwork and are run by Rob Monroe. We also have an annual Tri-Board event in early February, where goals are set and House commitments are laid out. This is a two-day event where we all try to meet in Pullman. There is also the Fall Brotherhood Award Ceremony around Homecoming, when awards are presented to the students. We have an end-of-the-year Christmas event in Spokane and Portland, and we now have our summer event in Seattle. Go to all or go to none. Nobody is going to get fined or kicked out of the club. You are volunteering, not getting a paycheck.

Do I need to live near the chapter house?

The chapter house is mostly run by the active students. The advisors meet via Zoom. It is good to go to the chapter house every once in a while if you can. Long-term, it would be great to have an advisor at every chapter meeting, but Pullman is fairly remote, so we understand expectations and set a low bar. At this time, we meet virtually every other week for one hour for advisor business, and you can try to connect face-to-face if you can or via Zoom if you choose to advise a student.  

Will I advise the entire chapter or a specific officer or committee?

Depending on your skill set, you might be aligned with the vice president. Then you would work with the vice president. If you were President of the House, then you would work with the President of the House. If you were Steward, you would work with the Steward. That's a fairly common setup because we've had experience in the past and now in the present. That's the easy button.

However, if you've had multiple roles, you might be assigned to the entire chapter house or to a special committee focused on risk mitigation, entertainment events, communication, or other specific activities.

What does success look like in this role?

Success in these roles is very unique to each individual. If you're a high achiever, it could be breaking bread at your home with your advisee, or it could be just five great talks throughout the year. You kind of determine what your success is. It's not specific onboarding or goal measurement. Some people put a lot of effort into advising the kids; others don't.  It really depends on the synergy between you and the student and how best to leverage that. No grades are given out; it's just a relationship between you and the Active Brothers.

QUALIFICATIONS AND TRAINING

Do I need to be a Beta Theta Pi alumnus?

No, you do not need to be a Beta alumnus; however, at this time, all Advisors have been part of Gamma Theta. There's not much training involved. You have access to the beta.org site and training decks and slides. You also have your alumni brothers that are current advisors, and they can help you with advisee-type situations. That's what's great about the calls every two weeks. The onboarding process is extremely light, but you will also enjoy the freedom and flexibility that comes with vagueness.

Do I need previous fraternity or volunteer experience?

You do not need previous experience. The alumni brothers are here to help, even if it took you five years to graduate.  It is best to just lean in and do something challenging. Always be willing to learn, and this is a great volunteer role for you. All sides of the party learn, especially if you're really transparent about who you are and what you're trying to accomplish. It can be extremely helpful and rewarding to give back in any capacity.

What training and orientation will I receive?

Training comes from Beta.org. And time in the seat.  There are webinars that you can log into and review. The Beta General Fraternity really likes it when people join the advisor program and join their Zoom meetings. Currently, you can work with the advisor group on the bi-monthly calls. Post your questions there, in a text group, or on the email distribution list. The advisors always help and respond to each other constantly. It's almost another Brotherhood within the Brotherhood.

 Are there background checks or certification requirements?

Background checks and certification requirements are not necessary at most levels, but for financial and more senior positions, they will happen. You will get the “sniff test” to see how well you can deliver and communicate, and what value you can bring.  Don't plan on being Chapter Counselor any time soon. Start small, build momentum, and see how you like it. Get the quick wins, contribute, ask good questions, and learn about the people running key aspects of the organization.  Plug in your strengths and execute! Then you will be one happy old beta!

Will I receive guidance on fraternity policies and university rules?

WSU has limited involvement with the Advisor group.  At times, key roles might connect with the school on matters, but day-to-day, there is no guidance. We do hear information relayed informally via the House Live Advisor, who is also on the Zoom call, every other Monday.  During the school year, the President of the House is on the call, or someone from the KAI Board will be attending. The Active Members are on for the first 15 minutes, then they are off to Chapter. You might even catch them in the wild eating a meal on a Zoom meeting :).

Beta General Fraternity will provide you with a private website link for training webinars that you can follow, as well as self-paced online workbooks.  These are not required to watch, but they are for learning and supporting your roles, and they're helpful if you're new to active student advisement.

Each year, they do like it when a couple of advisors attend The Beta General Fraternity Convention with the elected active President.  That can be an exciting time because you can meet other brothers, remember old lore, and get exposed to something that is definitely unique or you have forgotten. WSU Beta usually has around 3 to 4 advisors attend the National Convention on a regular basis.

WORKING WITH STUDENTS

How often will I meet with student leaders?

You set the pace on this.  However, we recommend that you at least connect twice a month. It could be: just a phone call while he's walking to the hill, road trip time when he is in the car alone, or a scheduled Zoom meeting.  We try not to assign too much work or too many assignments, as they are students first.  It's more probing-like questions.  What are you doing? How can I help? What's going on?

The Goal: Build rapport, build trust, ask probing questions, see where you can help….

How much authority does an advisor have?

The advisor role is an unpaid position. You have the authority to take him out to lunch or dinner, buy him a book, or give him a certification class; it's just on your pocketbook. You pretty much have all the autonomy to do whatever you want to do. Extremely flexible, so earn the relationship; this is a time and consistency matter.

Am I coaching students or supervising them?

You're coaching the students 90% of the time. If you are giving them assignments, you could be in a situation where you are supervising them or pestering them to get things done, as they are 20-year-olds who do not always respond as quickly as a professional would. Lower your expectations, and you will be happy.

How should I handle missed commitments or poor performance?

When commitments are missed or poor performance happens, I consider this a chance to clear the air, and it is best if the adviser brings it up sooner rather than later. Keep it clear and concise. It's a balance between being a parent and an older brother, so use your judgment. This is a fun and unique way for every part of the party to grow. Just don't be a Richard!

What boundaries should advisors maintain with students?

Boundaries should be very much the same as if you had children or a co-worker. I would not be a party buddy; you are a coach, mentor, or volunteer. Respect, honor confidentiality, and build trust.

Who supports me when a difficult student situation arises?

Support comes from our current President, Rob Monroe, or one or more senior advisors. Many people in the Gamma Thera group have over 10 years of experience. As you get to know them over time, you can call in and connect. Critical call: go to Rob. Need some support and feedback? Send a text or email, or, if it can wait, bring it up as new business on the Zoom meeting every two weeks.

SAFETY AND RISK MANAGEMENT

What are my responsibilities regarding alcohol, hazing, mental health, and student safety?

We ALL have responsibilities in the game of life, much like a teacher. When it comes to alcohol, hazing, and mental health, we look for trends and strange behaviors. We want to measure those situations and scorecard the kid, if you can. We have a no-hazing policy, and hazing can lead to poor grades and poor life choices. Report it. Alcohol is a touchy subject; it’s WAZZU, and liquid courage in the right environment could lead to a hot girlfriend. Use advisor judgment; no pills, no powder; report it.  If the alcohol brings bad behavior, then report it. We definitely don't want kids falling out of windows. It's a balance. The good news is we have a great risk manager on board who is responsible if things get out of control and smart kids do not make dumb choices.

What should I do if I observe or learn about concerning behavior?

The great news is this is not a common practice. The advisor group has seen poor judgment; However, the active students do a great job of self-governance.  The Beta house has a practice around using a KAI board committee to clear the air. In the last year, we have only had to commit one active member out of the house. The majority of these kids are all good and have great grades, so they're easy to manage and coach. You just have to think and wait… sometimes the trash takes itself out!

Who handles emergencies or policy violations?

The house is required to have a live-in advisor. Hot matter hits his desk first, then off to Rob Monroe, if and when the smoke turns to fire. The President of the House, Live-in Advisor, and Rob handle most of the issues; the majority go unnoticed. Expect High Risk Weekends like Parents Weekend, Homecoming, and Large Rival Football Games. These weekends put leadership on edge. The sniff test is the local ER; when things get heated in Pullman, it’s usually on a high-risk weekend. As they say, "The trouble with trouble is it usually starts as fun..."

ADVISOR TEAM STRUCTURE

 Who leads the advisory team?

Currently, Rob Monroe is Chapter Counselor. He has been in this role for five-plus years. As an ex-Navy SEAL, Rob runs the meeting like a Bad ASS. He's also involved in the Annual Tri-Board Meeting in January and the Beta General Fraternity Event in mid-summer. Rob will interview you and see if you are a fit to be an advisor. He is a connector and conductor for the organization.  So plan on having a strong strategy talk when you come on board. He will connect the dots between what you need, who the best resource is, and how to utilize your skill set. Just joining a Zoom call to see Rob in action is sometimes worth it. I don't know how he stays straight-faced the entire time with a bunch of old Betas on a Zoom call.

How many other advisors are involved?

We have an active 20+ advisors on any advisor call. We'll have anywhere between 11 and 15 on that bi-weekly call.  Specific associations will join the Zoom call, so we might have Gamma Building Association and Gamma Theta Alumni Association on the call, posting the latest updates. We go over grades, any issues and risks, student advisement, and then we usually have some discussion around new business. The advisor will sometimes spearhead projects and move something into action.

What officer or operational area would I support?

Once you fill out the intake form and we know your skill set, expertise, and strengths, we'll try to align those strengths and skill sets with a student or group that matches. We want a good fit, like day one on the rush day. Sometimes you can be on standby, as there might be more advisors than leadership roles, which is a good thing. If you're willing to volunteer in other sectors, such as communications, events, fundraising, and media, we can start there. Many hands help make light work. That's a good place to be helpful!  The better we get to know you, the quicker we can grow you, and the more opportunities we all can have. It’s the Beta Flywheel - Momentum!

How do advisors communicate and coordinate?

Bi-monthly meetings are a great place to connect with the Beta House. Consider it a Zoom chapter for Alumni greatness. We also chat via text messages and share good news throughout the month, via chat and email. The advisor list text threads promote events, good news, celebrations, etc. Do expect a couple of calls throughout the month as you're working on specific projects with individuals. Remember, as a volunteer, to do a good job, I would say you need a minimum of four hours a month, and if you're hardcore and wanna be a high-producing contributor (TOP 10), then allocate around 10 to 20 hours a month. Remember the more you give, the more you get!

CULTURE AND IMPACT

What are the chapter’s greatest strengths?

The chapter has many great strengths. The overall caliber of the kids is awesome. Grades are high; the house is dry.  Word on the street is these are the “boys you want to marry.” From a Delta Gamma.  They strive to become professionals, sit as one of the TOP houses at WSU. Choose growth over booze. They follow the values of Beta, Theta, and Pi (Mutual). Assistance, Intellectual Growth, Trust, Responsible Conduct, Integrity. They self-govern, and their ability to sniff out bad apples quickly allows for a great culture at the house.

What challenges is the chapter currently facing?

Challenges can happen between what is easy and what is hard. Kick the can vs. put the matter to rest. Micro peer groups in which specific students can dilute the gene pool; high-standard accountability, degraded on high-risk weekends.  Not paying dues on time; self-governance can lead to socialism. And finding tiki-taki ways to game the system; just think of your time at the house, and you can add to the list.

What are the chapter’s goals for the coming year?

 Working on high accountability, stronger communication.

How healthy is the relationship among the chapter, alumni, university, and General Fraternity?

The Gamma Theta Chapter House is one of the top houses at the University. Many of the active leaders at the Beta House end up going on to lead the IFC at Washington State University. This allows for more clarity and transparency between the Beta House and the University. Overall, very few violations are made among the house. Last year, Gamma, the National Knox Award, gave national exposure to Washington State University, so it's trending up and to the right. Overall great standings for a home. Not many fraternities have 20+ advisors. Good-looking house, a large active membership. Any parent would be proud to have a kid become a WSU Beta!

Where could my experience make the greatest difference?  

Skill set's very dependent on every individual. The Advisor group would work with your strengths to meet the house's needs. If you're a strong communicator, get involved in communication. If you're good at event planning, get involved in event planning. If you want to coach and mentor the actives, coach the actives. If you just want to listen in the background and ask probing questions, that's fine also. Contributing and having a say is the most important thing. We really don't vote so much….We just do.

How will I know that my involvement is helping?

Public praise mostly comes in the form of text messages and a big thank you when you're on a Zoom call. Thumbs clicking :) You really do get to guide your involvement in helping. It could be something small, but dive in. It's a great way to get involved. Find your pulse on the house and sync your heart. Personally, when I see two brothers connecting, that’s what it’s all about.

GETTING STARTED

May I attend a meeting before committing?

You can always attend a Zoom meeting. You're welcome to connect with Rob Monroe or me (Jason Hagens 206-383-3545) and plan a Monday night visit to Beta Zoom Land. We'll do an introduction, so bring some popcorn or a cold one. You can tell us about yourself (have your web camera up and running) and then become a silent runner for the hour-long show. You just let us know what you're thinking. If you don't have Zoom or hate tech, we can get you on board also. It’s easy; just let Rob or me know you want to attend a meeting.

Can I speak with a current advisor?

You can speak to a current advisor anytime. We're always willing to reach out and get to know other fellow Betas. If there's a specific role you're interested in, we can connect you with the person who's doing that at this current time. But remember, most old Beta alumni love what they are doing, so turnover is light.  Yes, we have an org chart. Yes, we have basic job descriptions, but we are like a 1969 Mach 1 Ford Mustang, a little dinged up, fast, reliable, and cool and hard to beat!

What are the first 30 days expected to look like?

This is slow and steady. Probably just get used to the Zoom calls and experience that. Have some monthly check-ins with Rob or somebody assigned to bring you on board. Don't expect too much depending on the time of year that you join. 1st of the School year runs fast; mid-winter break runs fast, then slows down for the summer. If it's early in the year when the rush is on, hold on to excitement from the actives.   Summertime is typically pretty slow…Fall Fast!

Is there a trial or introductory period?

An intro and trial period is not necessarily needed. You could shadow an advisor, or dive in the deep end.

What is the next step if I’m interested?

If you're interested, I recommend filling out the intake form or speaking with Rob Monroe 619-770-0486 or rmonro870@att.net or me. Jason Hagens 206-383-3545 Jhagens@mac.com . We're happy to discuss what areas of expertise we need. This is a lean and mean organization, so our maturity level is really based on the experiences of everybody. If you have led a business, organization, community, or service-based background, have time to give back, or it’s a blend of all these, we will do our best to plug you into the Advisor Group.  As we work to do the best for the common good of the house and the alumni. It’s an organization that's always expanding and contracting. New Beta Blood is always needed.

CLOSING QUESTION:

“Based on my experience, interests, and available time, where do you think I could make the greatest contribution to the chapter?”

Answer this, and we have Beta Magic!

Thanks for Reading,

Jason Hagens, Rob Monroe

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