1. An online training module
Sponsored
Student Organizations:
Leadership Team Guide
2. Sponsored Student Organizations: Leadership Team
Information 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.
4. Individual Students with Student Organization, Student Organization with Faculty Advisor,
Student Organization with the University, Everybody with Community
Relationships
Matter
5. The Role of the
Student Organization
Leadership Team
Student Organization Leaders:
• Plan and coordinate organization's 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
6. 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.
7. • Annually review risk assessment of the
student organization and work with the
Office of Risk Management to mitigate
OSU 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 that
Leaders 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
8. Sponsored Student Organizations
A Sponsored Student Organization (SSO) is a student organization, composed of 100%
Oregon State University students, that operates under the direct guidance of a
sponsoring unit and is in the closest relationship with the University.
Sponsored status for a student organization is a statement of recognition by Oregon
State University that the student organization is a key element in helping the University
realize 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.
!
9. Sponsored Student Organizations
As a Sponsored Student Organization, you are sponsored by a University unit that is committed to
supporting your organization’s mission and activities. Your organization is inherently linked to the
University 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 this
relationship, your organization may receive added benefits from the sponsoring unit and are held to the
same 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 designee
of a University Department. By agreeing to sponsor a student organization, the sponsoring unit must
provide a professional staff member to act as the Faculty Advisor to your organization. In addition to
formal 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 business
and are considered to involve the same level of responsibility and duty of care because of your scope and
perceived association with, and representation of, the University. As an SSO, you have access to certain
University-controlled benefits and resources and are accountable to the Sponsoring Unit for legal
compliance, fiscal responsibility, risk management, and adherence to University policies, procedures,
and guidelines.
10. 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.
