Advising Resources: Advising Funds and Documentation
UAAP provides advising funds to you, to be spent for the entertainment, dining, and education of your advisees and associate advisors. You receive a check in September that represents an advanced allowance of $50 per advisee for the academic year 2013-14, along with a Freshman Advisor Allowance Form, and a list of possible activities.
Good accounting practice requires documentation of all expenses. MIT’s auditors have advised UAAP to keep records for five years.
- Please keep your receipts, along with a record of how you spend these funds, on the Freshman Advisor Allowance Form. You keep this form for 5 years.
- You do not need to submit receipts to UAAP.
- You may print out a pdf version of the Freshman Advisor Allowance Form.
- If you do not spend all of your funds by the end of the academic year, UAAP will ask you return them, so that they may be reallocated for other advising projects.
Creative ideas for spending your advising money
Advising funds are meant to enhance the advising experience for your advising group. We hope that you use them to organize activities that facilitate group interaction and also give your advisees more opportunities for exploration of the Boston area.
While you could one take the whole group to one big ticket item, like “Blue Man Group”, we encourage you to budget so that you can do several small-scale activities. There are any number of fun and inexpensive opportunities around the Boston/Cambridge area as well as on the MIT campus. Some suggestions:
- Invite the whole group to attend a game, a match or theater performance in which one of your advisees is involved.
- Ask one of the students to reserve a dorm kitchen so that you can all cook and eat a meal together.
- Attend one of the numerous free concerts here on campus or the Boston area.
- Give your advisees a taste of fall in New England
- Go Ice-skating on the Frog Pond in Boston Common
- Visit some local Cheap Eats
- Go sightseeing in Boston
Your associate advisor should be able to offer specific suggestions and help plan and organize group activities.