Student Organizations

000 Introduction

Student Organizations
Section 000: Introductory Material
Effective July 1, 2010

001: Introduction

Student Organizations
Section 000: Introductory Material
Effective July 1, 2010
Revised: September 5, 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. 

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.

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: September 5, 2013

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

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

  • A 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, when completed, outlines the relationship between the Student Organization and the University Department and identifies an individual to serve as the Faculty Advisor to 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.

N

Non-Affiliated Student Organization (NSO)

  • A Non-Affiliated Student Organization (NSO) is an organization that is not affiliated with the University in a formal way.

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) that has completed the annual registration process.  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.

Sponsored Student Organization (SSO)

  • 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. 

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 Recognition

  • A status - granted by the Student Events & Activities Center to a student organization upon successful completion of all registration requirements - which allows access to benefits.

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.

V

Voluntary Student Organization (VSO)

  • A student organization composed of 100% Oregon State University students that contributes to the mission and culture of the University.

100 Student Organizations

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

101: Student Organization Classification

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: September 5, 2013

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
Revised: September 5, 2013

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: September 5, 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 relationship with Oregon State University indicating 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. .. The activities, events and operations of these organizations must be handled with the same level of responsibility and duty of care as University business because of the SSO’s association with, and representation of, the University. 

SSOs have access to certain University-controlled benefits and resources including liability insurance coverage.  As a result of this relationship, the dean or director of the sponsoring University Department or the dean/director’s designee must approve SSOs.  Sponsoring units must provide a professional staff member to act as the Faculty Advisor to the student organization.   Faculty Advisors are responsible for assuring accountability to legal compliance, fiscal responsibility, risk management and adherence to applicable University policies, procedures and guidelines.

In order to be recognized as a Sponsored Student Organization and to receive the associated benefits, the organization must:

  • Complete the registration process on an annual basis that includes:
    • Submit an organization information form
    • Submit club constitution/governing documents and any revisions
    • Complete risk assessment
    • Submit a completed and signed sponsorship agreement with the sponsoring unit, outlining the nature of the relationship, benefits and obligation of the SSO and the sponsoring unit
  • Agree to comply with Standards of Conduct for Recognized Student Organizations (http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_576/576_015.html) and maintain accountability for any applicable University policies, procedures and guidelines
  • Maintain 100% OSU student membership.
  • Report student membership roster annually
  • 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 to which the organization belongs and all chartering, sponsoring or governing organization with whom the organization affiliates

Submit and event report for all activity through the student organization on-line reporting system in advance of the activity

104: Voluntary Student Organization (VSO) Overview & Recognition

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: September 5, 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.  The activities, events and operations of these organizations are not classified as official university business and do not represent the University.  VSOs have access to or may apply for certain University-controlled benefits and resources.

In order to be recognized as a Voluntary Student Organization, the organization must be under the direction and control of OSU students and:

  • Complete the registration process on an annual basis that includes:
    • Submit an organization information form
    • Submit club constitution/governing documents and any revisions
    • Complete Risk Assessment
  • Agree to comply with Standards of Conduct for Recognized Student Organizations (http://arcweb.sos.state.or.us/pages/rules/oars_500/oar_576/576_015.html) and maintain accountability for any applicable University policies, procedures and guidelines
  • Maintain 100% OSU student membership
  • Maintain a minimum of 4 currently enrolled OSU students
  • Maintain good standing with the University, all governing boards to which the organizations belongs and all chartering, sponsoring or governing organization with whom the organization affiliates
  • Submit and event report for all on-campus activity through the student organization on-line reporting system a minimum of two weeks in advance of the event

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

Student Organizations
Section 100: Student Organizations
Effective: July 1, 2010
Revised: September 5, 2013

 

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 that/who seeks access to University-controlled benefits and resources. 

In order to be identified as a Non-Affiliated Student Organization, 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:
    • Submit an Organization Information Form
  • Maintain a majority of OSU student members
  • Maintain a minimum of 10 currently enrolled OSU students
  • Operate within established business practices for all on campus activities

200 Advisors, Benefits & Events

Student Organizations
Section 100: Student Organizations
Effective: September 5, 2013

201: Role & Responsibilities of Faculty Advisors

Student Organizations
Section 100: Student Organizations
Effective: September 5, 2013

 

Oregon State University recognizes that sponsored student 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.   In order to best support the learning of student leaders in our community, we have adopted a philosophical approach of partnership and collaboration with individual students and student organizations as “facilitators” in the involvement experience.  As “facilitators,” advisors work with administrators, faculty and staff to support student organization members and leaders in making intelligent, fair and reasonable choices within the boundaries established by state, federal and local laws, university rules/policy, and the mission of the sponsoring unit.  At Oregon State University, the Faculty Advisor serves as the primary “facilitator” to Sponsored Student Organizations.

Role of the Faculty Advisor - The faculty advisor shall be the primary liaison between the Sponsoring Unit and the Sponsored Student Organization (SSO). Under the tenets of the Facilitator University Model, the faculty advisor is much more than just a signature at the bottom of a piece of paper.  Rather, the faculty advisor works collaboratively with students, sharing responsibility for the development, practices and outcomes of Sponsored Student Organization and its events. 

Responsibilities of Faculty Advisor - As constituents of a Facilitator University, the faculty advisor works collaboratively and proactively with students, sharing responsibility for the organization and its events.  Faculty advisors support, guide and partner with student organization leaders to ensure, fair, intelligent and reasonable decisions and actions.  Specifically, it is expected that the faculty advisor:           

  • Serve as the primary link between the sponsoring unit and student organization in order to support the success of the sponsorship relationship as outlined in the sponsorship agreement
  • Be a facilitator and a resource for student leaders in the interpretation of and compliance with University policies & procedures.
  • Be a role model, demonstrating professional, ethical and positive behavior
  • Annually review the student organization’s governing documents (constitution & bi-laws) and/or guiding policies to ensure accountability by the student organization.
  • Annually review risk assessment of student organization and work with the Office of Risk Management to identify and then mitigate any issues of concern
  • Partner with student leaders planning and executing organization events & activities, including travel. 
  • Support student organization leaders with the timely reporting of organization events & activities to allow for visibility, risk assessment & insurance considerations
  • Maintain awareness of student organization expenditures, ensuring that University funds are expended appropriately
  • Engage with the student organizations solicitation for sponsorship or donation to ensure all University, OSU Foundation, State, Federal and IRS policies and regulations are complied with
  • Facilitate the advancement of contracts and  purchases through appropriate unit financial processes, business center and/or University Procurement & Contract Services
  • Ensure appropriate use of the University name and trademarks in conjunction with the student organization and its activities
  • Promote co-curricular learning through organizational development, events & activities planning,  and interpersonal relationships

Act as a resource to the campus for communication and issues related to the student organization. 

202: Benefits of Recognition

Student Organizations
Section 100: Student Organizations
Effective: September 5, 2013

 

The following grid is meant to outline the benefits bestowed upon student organizations that have received University Recognition through the Student Events & Activities Center.   

Benefit

SSO

VSO*

Listing of current information in the Student Organization Directory

Yes

Yes

Ability to reserve dedicated University space

Yes

Yes

Eligible for fee reductions or discounts for dedicated University Space

Yes

Yes

Ability to participate in “Beaver Community Fair” at no cost

Yes

Yes

Ability to establish an account with the AABC MU Finance Office

**Yes

Yes

Opportunity to apply for student fee money (Educational Activities) and/or OSU Student Foundation funding

Yes

Yes

Access to web space and email address under the oregonstate.edu domain

Yes

Yes

Ability to use “Oregon State University,”  “Beavers” or any derivation thereof in the student org name

Yes

No 

Eligible to use University logos and trademarks

Yes

No

Liability Insurance coverage through OSU

Yes

No

Eligible for ongoing access to University-controlled resources (i.e. funding, dedicated office/storage space, equipment, etc.)

Yes (through sponsoring unit)

No

Eligible to rent University vehicles for official university business

Yes (through sponsoring unit)

No

Ability to accept tax deductible contributions

**Yes (through sponsoring unit)

No

Access to on-campus mailing address/mailbox

Yes (through sponsoring unit)

No

*VSOs may be eligible for additional benefits under the terms of an Event Sponsorship Agreement

**Process to be established

 

Non-Affiliated Student Organizations (NSO) are not recognized student organizations and therefore are not eligible for any benefits associated with recognition, with the exception of being listed in the Student Organization Directory.

203: Event and Activity Reporting

Student Organizations
Section 100: Student Organizations
Effective: September 5, 2013

 

SSO Activity Reporting - All SSO activity must be reviewed by the organization Faculty Advisor to ensure compliance with University fiscal policies, risk and loss mitigation, and adherence to applicable University policies, procedures and guidelines.  To ensure that SSO activities are visible to the greater OSU community, including the Office of Risk Management and Public safety, an event report for each SSO activity (event, program, travel, fundraiser, etc.) must be submitted through the student organization on-line reporting system in advance of the activity.

VSO Activity Reporting - To ensure that all VSO on-campus activity is visible to the greater OSU community including the Office of Risk Management and Public safety, an event report for each on-campus activity (event, program, fundraiser, etc.) must be submitted through the student organization on-line reporting system at minimum two weeks in advance of the event. This will allow the Student Events & Activities Center opportunity to provide information regarding the University standard of care for hosting that specific event. 

204: Event Sponsorship Agreement

Student Organizations
Section 100: Student Organizations
Effective: September 5, 2013

 

Some colleges/departments may be better suited to offer short-term event/activity sponsorship to Voluntary Student Organizations (VSOs). This allows these organizations to operate as independent from the University while receiving some benefit of sponsorship for a specific event/activity. Providing short term event sponsorship also diminishes the liability and risk to the university except at the juncture of a sponsored event/activity. VSOs are required to have a relationship with a Faculty Advisor during the length of the event/activity sponsorship. Upon entering into a short term event/activity sponsorship, the VSO receives access to insurance coverage, use of University name, trademarks, and other benefits defined by you in the agreement.  They then also become accountable for upholding the reputation of the University and adhering to all fiscal/budget responsibilities, risk policies, etc. which is managed by the sponsoring college/department, specifically for the sponsored activity. Event/Activity sponsorship can be entered into at any time, however consideration should be given to assuring that there is enough time before the event to execute all university process and uphold all policies in advance of the date of the event/activity. An event sponsorship agreement must be completed and then submitted to the Student Events & Activities Center in conjunction with the required Event Report submission.

205: Student Organizations Standard of Care

Student Organizations
Section 100: Student Organizations
Effective July 1, 2010
Revised: September 5, 2013

 

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.

Manual Revision Record

Date Policy Summary of Changes
July 1, 2010   Created the Student Organizations Policy and Procedures Manual
October 1, 2011 001: Introduction updated content through out section
October 1, 2011

002:  Definitions

updated definitions for Faculty Advisor, Sponsorship Agreement, and Departmental Student-Coordinated Program
October 1, 2011

103:  Sponsored Student Organization (SSO) Overview & Recognition

updated content through out section
October 1, 2011

106:  Student Organizations Standard of Care

updated content through out section
January 24, 2013 Entire manual Annual update of entire manual
March 27, 2013

103: Sponsored Student Organization (SSO) Overview & Recognition

Updated text in the last bullet on the page
September 5, 2013 Entire manual Annual update of entire manual