Annual Sponsorship Agreement

A formal written agreement between a RSO and an OSU Department, establishing on-going relationship as a SSO 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 am 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 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 TIN 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

 

 

Activity Sponsorship Agreement

A formal written agreement between a VSO and an OSU department, which establishes an understanding of roles, expectations and processes, and temporarily provides the VSO access to resources associated with a sponsored activity.  The following are conditions and expectations of the agreement:

  • Must be executed and maintained through the Student Org Database
  • Executed with limited purpose for no more than two activities occurring within an academic year, with the duration of a single activity lasting no longer than one month
  • Activities must be reported through the Student Org Database with a detailed budget submission for review by faculty advisor before departmental funds can be released
  • The activities outlined in these agreements and reported through the Student Org Database are covered by OSU General Liability insurance
    • The sponsoring department is responsible for covering any deductibles and may be responsible for additional expenses in certain cases
  • The VSO must maintain its own TIN 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 an activity through OSU processes with all net revenue being made available to complete the financial obligations of the activity
  • Sponsoring departments may be required to enlist VSO members as official OSU volunteers to comply with standards in hosting minors