Budget and Funding

Educational Activities Committee

The Educational Activities Committee is the budget board that allocates student fees to recognized student organizations at OSU. The committee is a group of students, some appointed by the student senates (graduate and undergraduate), some appointed by ASOSU’s executive branch, and others appointed at large.

The committee meets for the entire academic year. Their purpose is to support fellow students by sharing student fees for "educational activities" and also be fiscally responsible in the way that student fees are expended.

Most recognized student organizations may access students fees if they meet the guidelines set down by the committee. If your organization has a plan to create an open, accessible event that would add something special to the campus community, you may make a budget request before the committee.

Winter Term is the core time of the budget process. From the end of January through March the committee invites groups to make formal requests, including a detailed budget, which would support the desired activities. You can acquire more information about the process by contacting the Chair of the Educational Activities Committee. (asosu.edactivity@mu.orst.edu)

When your organization obtains student fee funds during the budget process, the money is to be spent in the following year. Accessing funds for the current year is possible by applying to the committee’s "Annual Fund" money that is set aside for special projects that had not been foreseen. If your organization is in the initial year of existence, the Annual Fund is a good place to obtain some "seed money" for special projects.

A good thing to remember: most students at OSU pay Student fees. The spending of those fees should be done in good faith, with the object being to enhance the campus for all students in an open and honest manner. A project created to help in the retention of students or to share a particular culture is an effective use of student fees. An event that brings new information to the community dialogue is something that enhances campus life. If your organization can contribute to the good of the community, be sure to gain access to student fees to help.

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Educational Activities Ticketed Event Packet

The Educational Activities Ticketed Event Packet is designed to contain all the necessary forms to make the preparation for your event take place as efficiently as possible. It is necessary that you carefully read and fill out each form as accurately as possible. Found within this packet are the Ticket Guidelines, the ticket Submissions Form, a Ticket Record Sheet, and the Ticketed Event document. Please feel free to contact the Ed-Act Chair or the Ed-Act Faculty advisor if you or your organization has any questions.

Contact Information:

Educational Activities Chair

Email: educational.activities@oregonstate.edu

Phone: 737-6351 MU East 240

Website: http://oregonstate.edu/dept/edact/

Curt Black

Educational Activities Advisor

Email: Curt.Black@oregonstate.edu

Phone: 737-6260 MU East 158

Ticket Guidelines for Student Organizations

After in depth review of events that took place previously, there has been growing concern that OSU students have not been given an adequate opportunity to attend ticketed events on campus.

The goal of Educational Activities is to remove identifiable flaws in the process, limit the amount of time and effort necessary to host a ticketed event and to help student organizations manage their events more effectively.

The following guidelines have been created to ensure that the OSU students have first priority to attend ticketed events funded by Educational Activities, to clarify ticket distribution within Student Involvement, and to assist student organizations distributing tickets for events. The goal of Educational Activities is to remove identifiable flaws in the process, limit the amount of time and effort necessary to host a ticketed event and to help student organizations manage their events more effectively.

All events funded by Educational Activities whereby food is present must be ticketed.
Each student organization hosting an event where tickets will be necessary must meet and be advised by the Educational Activities Advisor in Student Involvement prior to any arrangement being made for any event.
50% of tickets for events must be available at the Student Involvement desk (149 MU East/Snell Hall), for pickup/sales. The remaining 50% of the student organizations, tickets may only be dispersed at advertised locations.

For examples: If advertised as being available in the MU quad, tickets must be available in the MU quad exactly as advertised.

Tickets must be submitted to Student Involvement a minimum of two weeks before an event is to take place.
Ticket availability must be advertised one week in advance of the event and two days before ticket dispersal.
Once tickets are submitted to the Student Involvement Administrative Coordinator in Student Involvement, a dispersement date must be set.
The dispersement date must be advertised one day prior to disbursement in the Barometer.
No More than two tickets may be picked up or purchased per OSU student, OSU faculty member, or community member for each event.
Tickets must be numerically numbered prior to submitting them to Student Involvement for distribution.
A copy of the student organizations advertisement and ticket to be distributed must be submitted to the Student Involvement Administrative Coordinator in Student Involvement for record keeping purposes.
The cost of the ticket must be printed on the front of the ticket. If ticket prices vary in relation to OSU student, faculty or community status this must also be specified. Lastly, if an event is free this must be printed on the front of the ticket.
Upon submitting, 50% of tickets are sold independently by the student organization must use a cash box and keep an adequate records with the ticket record sheet.
A member of the student organization must pick up the remaining tickets in Student Involvement by 5pm the day of the event or by 5pm on Friday prior to a weekend event. All remaining tickets must be made available at the door of the event.
Volunteers, complimentary tickets, honored guests or any likeness thereof must be reported on the Ticket Submission Form. Each individual must be adequately reported to ensure accuracy of event attendees.
It will benefit the student organizations if records are kept of all documentation in relation to the ticketed event (i.e. financial receipts, advertisements, copy of ticket etc…). This documentation helps future organizational members to reproduce events that have previously been held.