Department Resources

Department Resources

 

Activity Sponsorship

Completed as part of an Activity report through SOA, Activity sponsorship is formal agreement between an RSO and a Department which establishes temporary collaboration and Department sponsorship for the planning and execution of the reported Activity. The agreement elevates the Activity to a Departmental event, outlines and clarifies roles, responsibilities, and expectations of the sponsorship, and provides the RSO access to OSU services and resources as accessed by the sponsoring Department.

The following are conditions and requirements of the Activity Sponsorship Agreement:

  • Executed with limited purpose, with the duration of a single Activity lasting no longer than 6 weeks. 
  • Must be initiated, executed, approved (in the SOA’s sole discretion) and maintained with SOA through the completion and approval of an Activity Report in advance of the activity taking place.
  • The Activities outlined in these agreements and reported through the RSO Database (Ideal-Logic) must be eligible for coverage under the OSU general liability insurance policies.  The sponsoring Department is responsible for covering any deductibles and may be responsible for additional expenses in certain cases.
  • Sponsoring Department approves a faculty member to serve as the Advisor for the Activity who will be involved with the planning of the Activity.

If the Department’s intention is to provide financial support only for the Activity, with no relationship or responsibility as outlined above, then a funding request should be moved forward instead of an Activity sponsorship agreement.

Annual Sponsorship of an RSO

Completed annually as part of the University Recognition process, Annual Sponsorship is a formal agreement that establishes a sponsorship relationship between a Department and an RSO. The agreement outlines any special benefits (optional) and expectations of that relationship, and provides the RSO access to specified OSU services and resources if facilitated by the Department.  An Annual Sponsorship agreement is required when a Department grants ongoing Department resources to an RSO. Once the agreement is fully executed and approved by SOA in its sole discretion, the RSO is designated as an SSO.

The following are conditions and expectations that are required to be in every Annual Sponsorship Agreement:

  1. Department approves the faculty serving as the Faculty Mentor in support of the organization.
  2. Must be initiated by the RSO and reviewed, approved and accepted by the Department Head (or designee), the Faculty Mentor & the RSO.
  3. Can be terminated at any time by SOA with written notice to the Department and the RSO.  

 

Providing Funding to Clubs

For Department funds (OSU or OSU Foundation) to be allocated to an RSO, a funding request must be generated through the funding request process initiated by the RSO and managed by SOA. RSO must have an active OSU index to have funds disbursed to the organization.  There are two types of funding requests available:

  • Activity Funding Requests: Any Recognized Student Organization may solicit any OSU Department for financial support for a specific Activity.
  • Annual Funding Requests: At the discretion of their sponsoring Department, RSOs may submit a request for an annual or quarterly budget for disbursement into their RSO fund.  Where available, this request will be made as part of the annual University Recognition process and will have a limited window for application as determined by the sponsoring Department. Departments interested in providing this option to clubs should reach out to establish.

Funding requests must be initiated by the RSO through the funding request process available through the RSO Database (Ideal-logic).

  • Creating the request:
    • Login to Ideal-Logic.
    • Make sure you are on the "Dashboard". If you are not, click on the "Dashboard" tab for your organization on the left.
    • On the right in the green box under your Peer Educator contact, click on "Activity Plan/Report" to begin your request.
    • Under "Activity Costs" select "Yes" to indicate you will be spending money. This will activate the "Campus Funding" and "Budget" tabs of the form for you.
    • Under the "Campus Funding" tab, click "Yes" to the question asking if you would like to request funding. This will activate the "Campus Funding Sources" area on this tab for you.
    • "Under the "Campus Funding Sources" tab, select the department fund source that most closely aligns your needs using the green "select" button on the right.
    • An additional tab with the selected funding source will appear. Click on the tab and fill out the necessary information.
    • Next, you will fill in the "Budget" tab. All income and expenses must be zeroes out and accounted for within your budget.
  • Submitting the request:
    • Upon submission, the department head (or designee) will be pinged to review, edit, outline stipulations, indicate proper index, review terms & conditions and approve/deny request.
    • Upon department approval, the RSO primary financial officer must accept the terms and conditions for final execution of the agreement.
    • Approved funding requests can only be transferred to the RSO index OR retained in a Department index with the Department spending on the RSO’s behalf.
    • Transfer of funds into a RSO fund can take up to ten business days after execution of a funding request. 

Funding requests must be initiated by the RSO through the funding request process available through the RSO Database (Ideal-logic).

  • Creating the request:
    • Login to Ideal-Logic.
    • Make sure you are on the "Dashboard". If you are not, click on the "Dashboard" tab for your organization on the left.
    • On the right in the green box under your Peer Educator contact, click on "Equipment, Supplies Funding Request" to begin your request.
    • On the "Qualification" tab, select "Yes" if your request fits the listed requirements in order to proceed with the form. If your request does not fit these requirements, please submit an activity funding request.
    • In the area below, provide out the necessary information and/or documentation, and list the date of which you intend to be using the requested funds.
    • On the "Funding Sources" tab, select the department fund source that most closely aligns your needs using the green "select" button on the right.
    • An additional tab with the selected funding source will appear. Click on the tab and fill out the necessary information. Please note that all income and expenses must be zeroes out and accounted for within your budget.
  • Submitting the request:
    • Upon submission, the department head (or designee) will be pinged to review, edit, outline stipulations, indicate proper index, review terms & conditions and approve/deny request.
    • Upon department approval, the RSO primary financial officer must accept the terms and conditions for final execution of the agreement.
    • Approved funding requests can only be transferred to the RSO index OR retained in a Department index with the Department spending on the RSO’s behalf.
    • Transfer of funds into a RSO fund can take up to ten business days after execution of a funding request. 

FACULTY MENTOR

An OSU academic or professional faculty member in formal support and mentorship relationship with an RSO, as a part of the faculty/staff member’s OSU responsibilities. 

  • Faculty mentors work collaboratively and proactively with RSO Officers to help the RSO meet the organization’s stated purpose and goals. Faculty Mentors also support, guide and work with Student Organization Officers and leaders to ensure fair, intelligent, and reasonable decision-making that is consistent with applicable law and OSU policy and standards. 
  • Each RSO is recommended to have a Faculty Mentor.  If the RSO elects to have a Faculty Mentor, the process for selecting one is determined by the Student Organization, with the specific responsibilities of the Faculty Mentor to be discussed and agreed upon by the Student Organization and the potential Faculty Mentor.  SSOs are required to have a Faculty Mentor who is approved and employed by the sponsoring Department.  
  • Faculty Mentors are required to complete SOA Faculty Mentor orientation and training requirements.