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