001: Introduction

Student Organizations
Section 000: Introductory Material
Effective July 1, 2010
Revised: Janury 24, 2013

 

Student organizations provide living laboratories in which leadership skills are gained and honed. They give students an opportunity to pursue their interests, to succeed, to fail and most importantly, to grow. Not all academic classrooms provide the opportunity to take responsibility and have accountability at the level that involvement in a student organization will allow. Leadership is not merely a collection of skills; leaders must forge their style through experiences that allow them to build and apply organizational and individual capacities for the public good. Student organizations are one of the few opportunities students have to gain hands-on experience working towards the public good. 

Oregon State University recognizes the contributions of Student Organizations in creating a compelling learning environment that prepares students to live in a multi-cultural society and work in a global community.  The University recognizes that all students should have access to form and join organizations of their own choosing to enhance the educational experience, support holistic personal development and retention.  In order to facilitate the development these opportunities for involvement, the following values serve as a compass in determining the classification and support for student organizations at OSU:

Alignment - As advisors, administrators, educators, students and student organizations we are aligned with the core mission and values of Oregon State University.

Access - We believe that a student’s ability to form and join organizations of their own choosing is a high priority.  As a result, we are committed to having clear & visible, student- friendly resources and processes that facilitate ease of access.  Access is inclusive of but not limited to a mentoring relationship, advising, assistance with recruitment, and access to meeting and activity space.

Engagement - We recognize the value of co-curricular and academic involvement throughout the student experience and are dedicated to facilitating partnerships with students that support shared accountability, responsibility and learning. Through engagement with student organizations, students develop leadership and organizational skills which enhance knowledge, holistic growth, community development and student retention.  

Health & Community - We support clubs and organizations that enhance our community by providing opportunities for leadership, learning, diversity, and social responsibility.  The health of the community will be one of purposeful, open, safe, just and celebrative outcomes that allow students and the campus to flourish in meeting institutional goals.

With intention the University is establishing a student organization recognition process that will create an environment that supports a facilitator model of relationship as defined in The Rights and Responsibilities of a Modern University.  In this book, Bickel and Lake (1999) contend that “The vision of a facilitator model university illustrates what is reasonable and positive in the relationships among students, universities and the legal system…. A legal paradigm that asks colleges to exercise reasonable care…and asks students to be accountable…is fair, balanced and safer, and contributes to a sense of community.” 

In the classification system, the University and student organizations share the responsibility in the development, practices and outcomes of Recognized Student Organizations.  With clarity of roles, benefits and expectations, this process will lead to a fair, balanced, safe and involved community.

002: Definitions

Student Organizations
Section 000: Introductory Material
Effective July 1, 2010
Revised: January 24, 2013

D | E | F | M | O | R | S | U

D

Departmental Student-Coordinated Program

A Program that offers students positional roles of leadership as employees of Oregon State University. These programs are listed in organizational charts of University Units, with intention of professional development, mentoring and advising in support of the success of these students and the student defined mission, vision and goals of these programs.

• Departmental Student-Coordinated Programs are not Recognized Student Organizations

E

Event

Any activity undertaken in the name of a student organization, i.e.; meetings, performances, conference attendance, travel, retreat, sporting event, cultural nights, speakers, competitions, etc.

Event Sponsorship Agreement

An formal agreement between a Voluntary Student Organization and a sponsoring unit for the purpose of recognizing an event  by a VSO that is in line with and compliments the Sponsoring Unit’s Mission.  Sponsorship may entail access to University controlled resources specifically for the period of the event.  This agreement does not indicate ongoing sponsorship of the VSO.

F

Faculty Advisor

Faculty, staff or personnel responsible for maintaining relationship with a sponsored student organization that allows for education and development as well as administration of data collection and University policies, procedures and guidelines.

M

Member/Membership

OSU students that hold voting rights and/or leadership positions.

O

Oregon State University Student

An individual that is currently enrolled through any Oregon State University or  degree partnership program and not employed by Oregon State University in a position that is half -time equivalence (0.5 FTE) or higher.  May also be referred to as “OSU Student.”

R

Recognized Student Organization (RSO)

• A Sponsored Student Organization (SSO) or a Voluntary Student Organization (VSO).  A Non-Affiliated Student Organization (NSO) and Departmental Student-Coordinated Programs are not recognized Student Organizations.

S

Sponsorship Agreement

An agreement between a student organization and a sponsoring unit for the purpose of establishing a formal relationship.  

Sponsoring Unit

A University unit through which a Sponsored Student Organization is affiliated to the university. 

Student Event & Activities Center (SEAC)

The department responsible for providing administrative oversight of student organization online processes and development of and access to baseline trainings for students and Faculty Activities Advisors.  Additionally, the SEAC is focused on creating visibility of and access to student involvement opportunities.

Student Organization

An affiliation of students bound by an interest, goal, work or community. May also be referred to as a club, chapter, team, coalition, etc. 

U

University Unit

One or more Academic, Student Affairs or Auxiliary unit(s) of Oregon State University. This includes but is not limited to department (s), college(s), programs, schools, and interdisciplinary pursuits

101: Student Organization Classification

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: October 1, 2012

Oregon State University is committed to supporting student organizations through a process that serves the interests of both the University and student organizations.  This process will result in the following classifications, defining the level of responsibility of student organizations and their relationship with the University while also helping to facilitate the allocation of resources.

102: University Relationship with Student Organizations

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010

While some student organizations are closely affiliated with Oregon State University, some are not.  Except as specifically identified, the University does not control or accept responsibility for the activities nor endorse the programs of student organizations.  In addition, the University maintains the right not to recognize a student organization that, in the sole judgment of the University, does not further the educational mission of OSU.

103: Sponsored Student Organization (SSO) Overview & Recognition

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: March 27, 2013

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 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

1. That the University views the organization, through its efforts, as worthwhile and vital, and therefore commits itself to provide support for the organization and its endeavors.
2. While recognizing the importance of student leadership, the organization represents the University; therefore, a high level of accountability from the organization is required.

A University unit that sponsors a student organization is committed to supporting that organization’s mission and activities. These organizations are inherently linked to the University because of their 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, these organizations may receive added benefits from the sponsoring unit and are held to the same level of institutional accountability as the sponsoring unit is held.

As a result of this relationship, SSOs must be approved by an executive officer, dean, director or designee of a University Department.  Sponsoring units must provide a professional staff member to act as the Faculty Advisor to the SSO.   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 these organizations are classified as official University business and considered to involve the same level of responsibility and duty of care because of their scope and perceived association with, and representation of, the University.  SSOs 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.

In order to be recognized as a Sponsored Student Organization, the organization must be in formal relationship with a sponsoring unit and:

• Complete the registration process on an annual basis that includes:
  1. Submit an annual Organization Information Form.
  2. Complete/review a sponsorship agreement detailing the nature of the relationship with the sponsoring unit. 
  3. Submit club constitution/governing documents and any revisions.
  4. Agree to comply with Standards of Conduct for Recognized Student Organizations and maintain accountability for University policies and guidelines
  5. Complete a risk assessment of the activities, events and operations of the organization.
• Maintain 100% OSU student membership and roster of currently active members  – Membership roster submission through the online data system is recommended and may be required by the sponsoring unit.
• Maintain a minimum of 4 currently enrolled OSU students.
• Have a professional staff member from the sponsoring unit appointed/assigned as the faculty advisor.
• Maintain financial accountability to the University for all University funds received.  These funds must be maintained in a University funds structure and/or  Foundation Account.
• Maintain 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 must annually complete University base-line training in addition to any other training articulated in the sponsorship agreement.
• Report any travel and all activities through the Student Organization Data Base or sponsoring unit in advance of the activity.

104: Voluntary Student Organization (VSO) Overview & Recognition

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: January 24, 2013

A Voluntary Student Organization (VSO) is a student organization composed of 100% Oregon State University students that contributes to the mission and culture of the University. These organizations are recognized by the Student Events & Activities Center (or designee).  The activities, events and operations of these organizations are not classified as official university business and do not represent the University unless an activity or event is sponsored by a University unit through an Event Sponsorship Agreement.   VSOs have access to or may apply for certain University-controlled benefits and resources.  VSOs are accountable to the University for legal compliance, fiscal responsibility, risk management and adherence to established community standards. 

In order to be recognized as a Voluntary Student Organization, the organization must be under the direction and control of OSU students,  meet the University’s standard of cares for all activities and events held on the Oregon State University campus and:

• Complete the registration process on an annual basis that includes:
  1. Submit an annual Organization Information Form.
  2. Submit club constitution/governing documents and any revisions.
  3. Agree to comply with Standards of Conduct for Recognized Student Organizations and maintain accountability for University policies, procedures and guidelines.
  4. Complete Risk Assessment. 
• Maintain 100% OSU student membership and roster of currently active OSU student members through the online data system. 
• Maintain a minimum of 4 currently enrolled OSU students.
• Maintain 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.
• Maintain financial accountability to the University for all University funds received.  These funds must be maintained in an AABC agency account or Foundation Account.
• Student organization leaders must annually complete University base-line training.
• Complete event sponsorship agreements and report all events and  travel  sponsored by the University through the Student Organization Data in advance of the event or travel.

105: Non-Affiliated Student Organization (NSO) Overview & Registration

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010

A Non-Affiliated Student Organization (NSO) is an organization that is not affiliated with the University in a formal way and has no formal benefit with the exception of a listing on the annual organization list.  NSOs are classified as any non-OSU organization or person(s) who seek to access University-controlled benefits and resources. 

In order to be identified as a NSO, organizations must meet the University’s standard of care for all activities and events held on the Oregon State University Campus and:

• Complete the registration process on an annual basis that includes:
  1. Submit an annual Organization Information Form.
• Maintain a majority (fifty-one percent) of OSU Student members.
• Maintain a minimum of 10 currently enrolled OSU students.
• Operate within established business practices for all on-campus activities.

106: Student Organizations Standard of Care

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: October 1, 2012

As a member of any student organization at the University, you are expected to maintain alignment with the University mission and exemplify the principles of honesty and integrity, and respect of diversity.  As a member of the OSU community, you are expected to uphold University policies, procedures and guidelines, always acting in good faith when conducting your organizational business.  Further, you are expected not to misrepresent the mission, purpose or goals of your organization nor the influence (direction and control) by non-members on your organization or its activities and events.  By upholding the OSU Student Conduct Regulations - http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_576/576_015.html - adhering to OSU policies, and - where applicable - upholding all Sponsorship Agreements, you will further a positive reputation for your student organization and student organizations in general, and continue to be a student organization in good standing and of great value to Oregon State University.