Financial Management

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Here you find information related to finances and your student organizations, including obtaining and managing your club Funds in Trust (FIT) account with the Auxiliaries and Activities Business Center (AABC) and applying for funding for your organization.

  • Money Management - connect with the AABC to do things like check your account balance, open up an account for a newly recognized student organizaiton or switch over signers of the account.
  • Funding Resources - Get to know more about some of the funding resources available to your student organization.

Educational Activities Committee

***  Effective March 15, 2014 ***
Educational Activities has allocated all available fund balance resources for 2013/14.  No additional fund balance request will be accepted at this time.

**Organizations included in the annual fund - APASU, BSU, Forensics, Kalmekak, MASA, MEChA, NASA, Rainbow Continuum, Socratic Club please continue to submit the on-line form below to receive allocation from the annual fund.

Seeking funding for your recognized student organization?

The Educational Activities Committee (EdAct) is here to help!  The intent of the fund balance is to assist Recognized Student Organizations that have the drive to enhance the University community. Do you want to present an event, launch a new program, help bring a speaker to campus or organize a retreat? If so, we want to support your initiative.

EdAct is a unique budgeting board which allocates funds received from Student Incidental Fees to provide financial support to recognized student organizations at Oregon State University. 

 

How to apply for funding?

 

Any questions contact the Educational Activities Chair:

Email: educational.activities@oregonstate.edu

Phone #: 547-737-6351

Contact Information

Please feel free to email, call, or visit us with comments, questions and feedback!

Find us at MU East/Snell Hall, Room 240/241

 

Brendan Sanders, Chairman (541) 737-6351

Curt Black, Educational Activities Advisor (541) 737-6260

Educational Activities Funding Request

***  Effective March 15, 2014 ***
Educational Activities has allocated all available fund balance resources for 2013/14.  No additional fund balance request will be accepted at this time.

**Organizations included in the annual fund - APASU, BSU, Forensics, Kalmekak, MASA, MEChA, NASA, Rainbow Continuum, Socratic Club please continue to submit the on-line form below to receive allocation from the annual fund.

Guidelines:

Educational Activities supports the activities, programs and travel of OSU Recognized Student Organizations. 

We do not fund closed (member only) activities or programs or activities focused on philanthropic outcomes.

All uses of these funds are subject to University and Student Fee Financial regulations and limitations.

All funding requests must be submitted a minimum of four (4) weeks in advance of the event/activity/program.  In addition the following timelines for submission of travel, high risk or complex activities must be followed. Deadlines for submission dates for each term are also provided below.

  • Requests for Travel:
    • Local -  4 weeks in advance
    • Regional/national - 5 weeks in advance
    • International - 15 weeks in advance
  • Activities with a contracted performer or non-OSU vendor -  6 weeks in advance
  • High Risk or Complex Activities (over 400 people, rock music, recreational activities, high cost, youth participation, multiple venues, etc.) -8 weeks in advance
  • Fall Term Activities
    • Requests must be submitted by week 6 of fall term and at least 4 weeks in advance of event/activity/program
  • Winter Term Activities
    • January requests must be submitted by week 9 of fall term
    • All other winter requests must be submitted by week 6 of winter term and at least 4 weeks in advance of event/activity/program
  • Spring Term Activities
    • April requests must be submitted by week 9 of winter term
    • All other spring requests must be submitted by week 6 of spring term and at least 4 weeks in advance of event/activity/program
  • Summer Term Activities
    •  Request must be submitted by Week 9 of Spring Term
Educational Activity funds are limited. All request are reviewed on a first in basis.  No guarantee of funding is made.

Please only include one event per form. If you are planning multiple events during the year, submit a new form for each event.


Of the Requestor

Of the requestor

Describe your organization - include # of members and overall mission and goals.

Example: XYZ Conference Travel, XYZ Club Event, XYZ Advertisement

Select the box that describes what this request is for. Funding for an event like an open house, or for travel like to a conference, or for a publication like advertising.

Provide a detailed description of what you are requesting funding for. Provide as much detail as possible. If the request is for travel, please include a detailed itinerary.

Please address the following. What are the goals of you Event/Program/Activity? How will your Event/Program/Activity benefit your organization and/or and the OSU community? How will you evaluate success?

Start of funding use

End of funding use

The latest date you can receive funding and still hold your event.

Where will the the event/program/activity be held?

How will you promote, advertise or publicize the event/program/activity?

Please indicate the name of any partners, co-sponsors including the role they will play in the Event/Program/Activity as well as any funding they will provide.

How much are you requesting from Educational Activities

Please upload a detailed budget for this request. Upload your own or use the Projected Budget worksheet/template to create one, then upload here. Files must be under 800kb and in one of the following file types - .txt, .pdf, .doc(x), .xls(x), .xml

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SORCE Coordinator

Student Events & Activities Center Overview:

The Student Events & Activities Center (SEAC) provides opportunities for OSU students to Engage in What Matters. The Center focuses on the support and development of students as programmers, leaders and active community members.  The Center’s programs are committed to enhancing the student experience by creating opportunities for students to gain a sense of mattering, belonging and lifetime connection to the OSU community.  The Center promotes tradition, celebration, learning, global engagement, social justice and legacy through activities, initiatives, cultural programming, student organization support, and community participation.

The SEAC SORCE (Student Organization Resources for Community Engagement) program enhances the student experience by  providing  Student Incidental Fee Resources focused to recognized student organizations primarily supporting on-campus out of the classroom engagement that focuses on: Leadership and Organizational Development; Civic Engagement; Global Citizenry; and Community Building and Celebration.

Application Process:

To apply for a SORCE Coordinator position, submit the following through the application form at the end of this page by the application deadline - June 9, 2014 5pm.

  • Resume addressing your related work, service, volunteer, and/or leadership experience
  • Cover letter (no more than 2 pages) describing your interest and fit for a student staff position with SEAC/SORCE
  • An essay (no more than 2 pages) addressing the following:
    • Describe an experience you have had that you believe influenced or impacted your understanding and knowledge of a culture, belief or lived experience different from your own.
    • Tell us about a project, program or activity that you were involved in that shows how you manage details, time, self-initiative and used problem solving and decision making skills to accomplish the outcomes.

SLI Staff Fall Training:

All successful candidates will be required to fully participate in SLI Student Staff Fall Training (September 11-25, 2014) and Winter Training/Retreat (January 2-4, 2015).

Questions?  Contact Robin Ryan, Associate Director for Student Events and Activities | (541) 737-2917 |  Robin.Ryan@oregonstate.edu.

 

Position Description SORCE Coordinator 

Two (2) SORCE Coordinators are hired for the 2014-2015 academic year.  Each Coordinator will lead in supporting allocation, tracking, and assessing use of two unique funds, both approximately  $125,000 of student fee funds.  The Center is looking for responsible, open-minded and motivated students who want to enrich the diverse campus community through civic and global engagement by supporting the success of students and student organizations in the development of the student organizations, student leaders and community; and in the planning, production and hosting of activity on the OSU campus.

Commitments:

  • Hired for 2014–2015 academic year with the expectation of employment during fall, winter, and spring terms.
  • Some summer employment may be available - ideally one individual would be available for aprx 10 hours per week.
  • Term of employment is September 11, 2014 through June 11, 2015
  • Expected to work a range of 10-15 hours (13 avg) each week with some scheduled office hours and some flexible program hours. Hours may exceed 15 hours/week during Student Incidental Fee budget in process and heavy programming periods.Spring term is a heavy programming period.
  • Work evening and weekend hours, as required, to support committee meetings, budget hearings and funded programming
  • Required to attend weekly team staff meetings, staff retreats, staff professional development sessions, individual supervisory meetings
  • Required to fully participate in SLI Student Staff Fall Training (September 11-25, 2014) and Winter Training/Retreat (January 2-4, 2015).
  • Attend MU Inclusive Community Initiative programs and other leadership and social justice training opportunities when possible

 

General Responsibilities

 Allocation & Expenditure Support:

  • Manage funding application process-data submission, review, consultation, hearing
  • Manage allocation process-budget review, expenditure/purchasing plan, payment processes (Purchase request, etc.), track all purchases, submit all documents for processing to the AABC
  • Facilitate relationships with students and student organizations
  • Create Marketing and Communication Plan
  • Facilitate meetings and budget trainings
  • Contribute to maintaining awareness of  and accountability to SIFC and University funding  guidelines for
  • Support student organization leaders in development of program and activity plan

Program Development, Promotion and Documentation

  • Serve as a peer advisor to promote and educate the student population about the Program
  • Work with the SEA Media and Marketing Coordinator to tell the story of the Program through the Web and Social Media

 Required Qualifications

  • Finance, Business or related academic focus or related financial management experience
  • Demonstrated ability in effective verbal  and written communication
  • Experience engaging traditionally underrepresented identities, such as those based on national origin, race, ethnicity, sexual orientation, gender identity, ability, spirituality/religion, and/or political affiliation
  • Must be an enrolled for at least 6 academic credits at Oregon State University
  • Must be in good academic standing for the term prior to selection and during entire period of employment
  • Must maintain at least a cumulative GPA of 2.0 (undergraduates) or 3.0 (graduates) and be in good academic standing

 Preferred Qualifications

  • Interest in leadership activities, student organizations, event planning, community service and/or outreach activities
  • Knowledge of or experience with event and program planning
  • Demonstrated ability to work individually and collaboratively as part of a team
  • Demonstrated ability to take initiative and be self-motivated
  • Demonstrated ability to organize work with attention to detail, manage time, and follow through on tasks in a self-directed environment
  • Demonstrated ability to shift one’s approach when working with a variety of organizations and people form diverse cultures, communication styles, histories, and team structures
  • Demonstrated problem solving and decision making skills and ability to find answers to problems creatively and resourcefully
  • Demonstrated ability to balance professional and personal boundaries
  • Bi or Multi Lingual (Spanish, Chinese, Korean, Japanese, etc.)

 

Apply online at http://oregonstate.qualtrics.com/SE/?SID=SV_3duFOg6GO7vE9w1. Please complete your cover letter, resume, and essay before beginning the application form so that you have these documents ready to upload! Please also be sure you click the arrow in the lower right corner of your screen to submit your application.

Funding Resources

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Funding Resources

Student organization funding may come from many different sources.  Some organizations institute dues or participation fees, host fundraisers or solicit funding from many places including those listed below.  Student organization fundraising activities being held on campus must be reported through the student organization database.  The Student Events & Activities Center can provide ideas for successful fundraisers.


Educational Activities Committee
EdAct is a unique budgeting board which allocates funds received from Student Incidental Fees to assist recognized student organizations that have the drive to enhance the University community. Do you want to present an event, launch a new program, help bring a speaker to campus or organize a retreat? If so, we want to support your initiative. Review funding guidlines and submit an application.
 
Student Foundation
Student organizations can apply for funding from the Student Foundation. The foundation will consider funding events, equipment purchases, travel, and more. To apply, pick-up an application in the Student Events & Activities Center, MU 103. You can also email student_foundation@oregonstate.edu or find visit the Student Foundation Website.
 
Departments
If your club or organization is sponsored by a campus department, you may be able to request financial assistance. Some of the key components to a request include showing how the department and students within the department would benefit.
 
Community Businesses or Organizations
You may want to consider requesting funds from a community business or organization (some examples include grocery stores, CH2MHill, banks, HP, new businesses, restaurants). Sponsorship requests to companies or corporations should be made in writing with a professional quality letter or proposal. Include the purpose of the request, the history of the program, type of recognition offered to donors, and instructions on how to make the gift. It is important to follow-up with an in-person visit.
 
National Organization
Some student organizations may find national organizations or grants will support their activities. Use your advisor and other professional resources to help locate these opportunities.


OSU Student Foundation

The OSU Student Foundation is a student-led, sponsored student organization dedicated to the growth and advancement of recognized student organizations on the Oregon State University campus. Established in 1973, the Student Foundation is intended to serve the OSU community by:

  • Channeling private funds in the form of small grants to worthwhile student services, organizations, activities, and programs for the direct aid and improvement of OSU and its students.  Funding ranges from cultural events to traveling to conferences.
  • Giving students a better understanding of the need for, and importance of, private financial support so that they may learn to be active donors as alumni.
  • Serving as a resource to the University.

The funds used to support such activities are provided via a grant from the OSU Foundation and occasional fund-raising activities. The Student Foundation Board oversees the distribution of funds, annually allocated by the OSU Foundation.  The Student Foundation Board also acts as ambassadors to the University, attending a variety of events and participating in community service as representatives of the student body.

Looking for funding for your student organization activities?  Interested in joining the Student Foundation to be a part of an exciting and rewarding board? Looking for scholarships for the 2013-14 academic school year?  Applications are available in the Student Events and Activities Center in Memorial Union 103 or can be downloaded below.  Please contact Shashank Bathula (bathulas@onid.orst.edu) if you have questions.  Constitution Available Here.

 

Student Organization Funding Request Application

Board Member Application

Cody Thompson Memorial Scholarship Application

 

2013 - 2014 Officers

President:  Shashank Bathula

Vice-President:  Kevin Corey

Treasurer:  Nathaniel Berry

Funding Request Director:  Grant Howell

Membership Director:  Kenny Kunisaki

Secretary: Senaida Mehmedovic

Webmaster: Daniel Song

Faculty Advisor:  Michael Henthorne

Managing your Student Organization Account - AABC

Money Management

How you manage your funds is often dependant on your funding source.  For funds that student organizations directly raise through dues, fundraisers, etc, the Auxiliaries & Activities Business Center (AABC) provides access to a student organization Funds in Trust (FIT) account through the Memorial Union Finance Office (MU 215).  For all other funding sources, contact that budget authority to identify appropriate use and documentation of money expendatures.  

The AABC Finance Office provides the following services:

  1. Accepts and records deposits of organization’s funds

  2. Processes requests for checks to pay bill

  3. Issues cash reimbursements

  4. Keeps a running balance of organizational funds

  5. Provides a monthly online statement on the status of your account

  6. Provides cash boxes for student organization events

 

If you have already set up your MU account, you can access it using the following link:

https://bfpsystems.oregonstate.edu/OpenReport/IndexLookup.aspx

The trick to accessing this page is that you have to be within the campus firewall (i.e. accessing any campus-networked computer or accessing the campus network remotely). Computers in residence halls, labs, the library, and public spaces (including the MU) should have access to the campus network.

The MU Accounting Office is located in MU 215 and is open Monday through Friday from 9:00am to 5:00pm. For further information stop by or call 541.737.2306.