An online training moduleSponsoredStudent Organizations:Leadership Team Guide
Sponsored Student Organizations: Leadership TeamInformation Expectations Rules Resources The purpose of this module is to provide you with information that is critical to your success as a student leader and to the success of your student organization.
Expectations Student Leaders and Sponsored Student Organizations
Individual Students with Student Organization, Student Organization with Faculty Advisor,Student Organization with the University, Everybody with CommunityRelationshipsMatter
The Role of theStudent OrganizationLeadership TeamStudent Organization Leaders:• Plan and coordinate organizations events and activities• Track and manage organization’s finances• Report all organization events and activities• Seek advice and consultation from Faculty Advisor and establish opportunities to communicate on a regular basis• Create, revise, and review your organization’s guiding documents and policies• Attend and facilitate student organization meetings and events• Understand departmental expectations of your organization• Hold your organization accountable for adhering to student organization policies and procedures• Report any member violations of the Student Conduct Code• Uphold the mission and values of Oregon State University
Role of the Student Organization Leadership Team Make fair, reasonable, and Be aware of the expectations that have intelligent decisions about been established for your organization by your events and activities the university, your sponsoring Student organizations are department, and your faculty advisor. required to report certain situations, such as hazing, Seek to balance the rights and conduct violations, and/or responsibilities of students and the high risk activity university. Be prepared to report and Say no to a decision follow up on any issues that or action if it would might warrant action. Student result in a violation of organizations should the university rules understand that as a state or regulations, or if it employee and faculty advisor, creates an you are required to report unreasonable level of certain situations, such as risk. hazing, conduct violations, and/or high risk activity.
• Annually review risk assessment of the student organization and work with the Office of Risk Management to mitigateOSU Expectations of any issues or concerns • Partner with faculty advisor in planning and executing events & activities,Student Organization including travel • Maintain awareness of student organization expenditures to ensure thatLeaders all University funds are expended appropriately • Engage with your faculty advisor when soliciting sponsorship or donation to ensure compliance with all University, OSU Foundation, State, Federal and IRS• Promote co-curricular learning through regulations organizational development, events & activities, and • Work with faculty advisor to ensure the interpersonal relationships advancement of contracts through the appropriate Business Center and• Serve as the primary link between sponsoring unit University Procurement & Contract and the student organization Services • Consult with the faculty advisor to ensure• Utilize your faculty advisor as a facilitator and the appropriate use of the University resource in the interpretation of and compliance with name, logo, trademarks, and tags in University policies and procedures conjunction with the student organization and its activities• Be a role model by demonstrating professional, • Act as a resource to the campus for ethical, and positive behavior communication and issues related to the student organization• Annually review the student organization’s governing documents and/or guiding polices to ensure accuracy
Sponsored Student OrganizationsA Sponsored Student Organization (SSO) is a student organization, composed of 100%Oregon State University students, that operates under the direct guidance of asponsoring unit and is in the closest relationship with the University.Sponsored status for a student organization is a statement of recognition by OregonState University that the student organization is a key element in helping the Universityrealize its mission. Sponsorship from a University unit indicates two things:• That the University views the organization, through its efforts, as worthwhile and vital, and therefore, commits itself to providing support for the organization and its endeavors.• While recognizing the importance of student leadership, the organization represents the University, therefore, a high level of accountability from the organization is required.!
Sponsored Student OrganizationsAs a Sponsored Student Organization, you are sponsored by a University unit that is committed tosupporting your organization’s mission and activities. Your organization is inherently linked to theUniversity through this sponsorship because of your role in enhancing education, representing OSU,and/or presenting events that are considered an integral part of the institution. As a result of thisrelationship, your organization may receive added benefits from the sponsoring unit and are held to thesame level of institutional accountability as the sponsoring unit.As a result of this relationship, SSOs must be approved by an executive officer, dean, director, or designeeof a University Department. By agreeing to sponsor a student organization, the sponsoring unit mustprovide a professional staff member to act as the Faculty Advisor to your organization. In addition toformal advising, department support may take any of the following forms: financial support,administrative, equipment, and/or University space allocation, etc.The activities, events, and operations of your organization are classified as official University businessand are considered to involve the same level of responsibility and duty of care because of your scope andperceived association with, and representation of, the University. As an SSO, you have access to certainUniversity-controlled benefits and resources and are accountable to the Sponsoring Unit for legalcompliance, fiscal responsibility, risk management, and adherence to University policies, procedures,and guidelines.
Recognition Process In order to be recognized as a Sponsored Student Organization, your organization must be in formal relationship with an OSU sponsoring unit and complete the registration process on an annual basis. The registration process includes: • Submitting an annual Organization Information Form. https://studentorgs.oregonstate.edu/sli2/default.aspx • Completing/reviewing a sponsorship agreement detailing the nature of the relationship with the sponsoring unit. http://oregonstate.edu/sli/studentorgs/recognition/sponsor_agree • Submitting club constitution/governing documents and any revisions. • Agreeing to comply with Standards of Conduct for Students & Recognized Student Organizations and maintain accountability for University policies and guidelines • Completing a risk assessment of the activities, events, and operations of the organization. http://oregonstate.edu/sli/studentorgs/recognition/risk_assessment • Maintaining 100% OSU student membership and submit roster of currently active OSU student members through the online data system. • Maintaining a minimum of four (4) currently enrolled OSU students. • Having a professional staff member from the sponsoring unit appointed/assigned as the faculty advisor. • Maintaining financial accountability to the University for all University funds received. These funds must be maintained in a sponsoring unit, auxiliary, or Foundation account. • Maintaining good standing with the University, all governing boards within the University to which the organization belongs, and all chartering, sponsoring, or governing organizations with whom the organization affiliates. • Student organization leaders annually completing University baseline training in addition to any other training articulated in the sponsorship agreement. (tbd) • Reporting any travel or events not listed in your sponsorship agreement through the Student Organization Database at minimum ten (10) days in advance of the event or travel.