1. An online training module
Sponsored
Student Organizations:
Faculty Advisor Guide

2. Sponsored Student Organizations: Faculty Advising
Information Expectations Rules Resources
The purpose of this module is to provide you with information that is
critical to your success as an advisor and
to the success of your student organization.

3. Expectations
Faculty Advisors and Sponsored Student Organizations

4. Individual Students with Student Organization, Student Organization with Faculty Advisor,
Faculty Advisor with the University, Everybody with Community
Relationships
Matter

5. The Role of the
Faculty Advisor
Faculty advisors:
• Facilitate intelligent, fair, and reasonable decision making
• Advise organizations about potential and perceived risks
• Assist in the planning and coordination of activities
• Attend events and meetings
• Be available for advice and consultation when needed
• Be aware of and understand rules and policies
• Be aware of the organization’s financial status
• Review and approve organizational expenditures
• Understand departmental expectations
• Be familiar with organizational guiding documents and
policies
• Report and follow up on any issues warranting disciplinary
action
• Be committed to the educational development of the
students
• Uphold the mission and values of Oregon State University

6. Role of the Faculty Advisor
Empower students to make Be aware of the expectations that
fair, reasonable, and have been established for you by
intelligent decisions about both the university and your
their events and activities. department.
Say no to a decision Seek to balance the rights and
or action if it would responsibilities of students and the
result in a violation of university.
the university rules Be prepared to report and
or regulations, or if it follow up on any issues that
creates an might warrant action. Student
unreasonable level of organizations should
risk. understand that as a state
employee and faculty advisor,
you are required to report
certain situations, such as
hazing, conduct violations,
and/or high risk activity.

7. • Annually review risk assessment of the
student organization and work with the
Office of Risk Management to mitigate
any issues or concerns
• Partner with student leaders in planning
OSU Expectations of and executing events & activities,
including travel
• Maintain awareness of student
organization expenditures to ensure that
a Faculty Advisor all University funds are expended
appropriately
• Engage with student organization when
soliciting sponsorship or donation to
ensure compliance with all University,
• Promote co-curricular learning through OSU Foundation, State, Federal and IRS
organizational development, events & activities, and regulations
interpersonal relationships • Facilitate the advancement of contracts
through the appropriate Business Center
and University Procurement & Contract
• Serve as the primary link between sponsoring unit Services
and the student organization • Ensure the appropriate use of the
University name, logo, trademarks, and
• Act as a facilitator and resource for student leaders in tags in conjunction with the student
the interpretation of and compliance with University organization and its activities
policies and procedures • Act as a resource to the campus for
communication and issues related to the
• Be a role model by demonstrating professional, student organization
ethical, and positive behavior
• Annually review the student organization’s governing
documents and/or guiding polices to ensure
accountability

8. Sponsored Student Organizations
A Sponsored Student Organization (SSO) is a student organization, composed of 100%
Oregon State University students, that operates under the direct guidance of a
sponsoring unit and is in the closest relationship with the University.
Sponsored status for a student organization is a statement of recognition by Oregon
State University that the student organization is a key element in helping the University
realize its mission. Sponsorship from a University unit indicates two things:
• That the University views the organization, through its efforts, as worthwhile and
vital, and therefore, commits itself to providing support for the organization and its
endeavors.
• While recognizing the importance of student leadership, the organization represents
the University, therefore, a high level of accountability from the organization is
required.
!

9. Sponsored Student Organizations
A University unit that sponsors a student organization is committed to supporting that
organization’s mission and activities. These organizations are inherently linked to the
University because of their role in enhancing education, representing OSU, and/or
presenting events that are considered an integral part of the institution. As a result of this
relationship, these organizations may receive added benefits from the sponsoring unit and
are held to the same level of institutional accountability as the sponsoring unit.
As a result of this relationship, SSOs must be approved by an executive officer, dean, director,
or designee of a University Department. Sponsoring units must provide a professional staff
member to act as the Faculty Advisor to the SSO. In addition to formal advising, department
support may take any of the following forms: financial support, administrative, equipment,
and/or University space allocation, etc.
The activities, events, and operations of these organizations are classified as official
University business and are considered to involve the same level of responsibility and duty
of care because of their scope and perceived association with, and representation of, the
University. SSOs have access to certain University-controlled benefits and resources and are
accountable to the Sponsoring Unit for legal compliance, fiscal responsibility, risk
management, and adherence to University policies, procedures, and guidelines.

10. Recognition Process
In order to be recognized as a Sponsored Student Organization, the organization must be in formal
relationship with an OSU sponsoring unit and:
Complete the registration process on an annual basis. The registration process includes:
• Submitting an annual Organization Information Form.
https://studentorgs.oregonstate.edu/sli2/default.aspx
• Completing/reviewing a sponsorship agreement detailing the nature of the relationship with
the sponsoring unit. http://oregonstate.edu/sli/studentorgs/recognition/sponsor_agree
• Submitting club constitution/governing documents and any revisions.
• Agreeing to comply with Standards of Conduct for Students & Recognized Student
Organizations and maintain accountability for University policies and guidelines
• Completing a risk assessment of the activities, events, and operations of the organization.
http://oregonstate.edu/sli/studentorgs/recognition/risk_assessment
• Maintaining 100% OSU student membership and submit roster of currently active OSU
student members through the online data system.
• Maintaining a minimum of four (4) currently enrolled OSU students.
• Having a professional staff member from the sponsoring unit appointed/assigned as the
faculty advisor.
• Maintaining financial accountability to the University for all University funds received. These
funds must be maintained in a sponsoring unit, auxiliary, or Foundation account.
• Maintaining good standing with the University, all governing boards within the University to
which the organization belongs, and all chartering, sponsoring, or governing organizations
with whom the organization affiliates.
• Student organization leaders annually completing University baseline training in addition to
any other training articulated in the sponsorship agreement. (tbd)
• Reporting any travel or events not listed in your sponsorship agreement through the Student
Organization Database at minimum ten (10) days in advance of the event or travel.