Student Organizations
Section 400: Sponsorship Agreements and Benefits
Effective: May 4, 2016

 

The Annual Sponsorship Agreement is a formal written agreement between a student organization and an OSU Department, establishing on-going relationship between the SSO and department and outlining all benefits, expectations and accountability measures. The following are conditions and expectations of the agreements:

  • Must be executed and maintained through the Student Org Database as part of annual registration
  • Required when an OSU department grants on-going use and access to department resources or sponsors more than two activities annually and/or any activity lasting longer than one month
  • Department assigns an Advisor to maintain relationship with, support and develop the SSO
    • This duty is often covered in the OSU employee’s position descriptions as a % of “Other Duties Assigned”
  • SSO’s access to sponsoring department benefits is controlled and approved by the Advisor
  • SSO is responsible for maintaining all University and departmental expectations regarding granting of funds or access to resources, including required training and education, reporting and appropriate use of funds
  • Student organizations must maintain a Funds-in-Trust Account in the Auxiliary and Activities Business Center (AABC) to allow the sponsoring department the opportunity to grant and expend funds to the organization
  • Activities must be reported in the Student Org Database with a detailed budget submission and reviewed by the SSO’s Advisor before sponsoring department funds can be released
  • Activities reported through the Student Org Database and complying with the terms of the sponsorship agreement are covered by OSU General Liability insurance
    • Sponsoring department is responsible for covering all deductibles and may be responsible for additional expenses in some cases  
  • The SSO must maintain its own Tax Identification Number and will be responsible for all financial management including all annual tax reporting
  • Sponsoring Department may choose to maintain some control of funds for contractual and purchasing purposes
  • Sponsoring Department may choose to conduct ticket sales associated with this activity through OSU processes with all net revenue being made available to the SSO
  • Sponsoring departments may be required to enlist SSO members as official university volunteers to comply with standards in hosting minors