How to navigate the website: https://beav.es/5mL

Club Creation & Navigation (Ideal-Logic)

You can find a list of all of the clubs and organizations at OSU on our Find Clubs section. On this webpage, you can filter clubs by categories such as cultural clubs or sports clubs. For each club, you may request information on what the club does or you can join the club directly if the club is open to anyone joining. If you wish to find more information about clubs, some clubs have websites which can be found at the Club Websites. (Please note that some clubs linked have not edited their page and they will be blank).

Before applying to create a new club, it is a good idea to make sure there are no clubs that are similar to the one that you are thinking of making. If there are no clubs that are similar, then go to the Create a New Club under Manage Club to look at the basic requirements:

Then you may start working on a new club application on Ideal-Logic. Once you have filled out the application, please try to write the constitution for your club and schedule an appointment with a peer educator to review your application and constitution by emailing: [email protected]

An authorized signer is an officer who has been granted the authority to purchase goods and services on behalf of the RSO and who has access to financial information associated with the RSO’s index. One of the RSO’s primary contacts can submit an Authorized Signer form through the club’s dashboard in the RSO Database (Ideal‐Logic), to add, update and removed authorized signer for the group.

An index is a financial account for your club or organization that keeps records of your current funds as well as previous charges and transactions. The funds in your index can be used to make purchases for your organization's activities. If your organization does not have an index, you can fill out the Index Request Form located on your organization's dashboard in Ideal-Logic. Please note that you index may take up to 6-10 weeks to be created once the form is initially submitted.

More information can be found here.

Activity Planning

Activity plans are used to keep a record of an organization's activities and ensure that they uphold university guidelines. All events hosted by the organization need to be reported on Ideal-Logic (including open, closed, and non-funded events). 

A special event is a one time occuring event that is not the same time or day as your organization's meetings. 

Organization development is anything that is directly related to the development of your club

  • Club meetings
  • Club merch
  • Club equipment
  • etc.

25Live is the website that clubs can use in order to reserve rooms on campus. In order to get requestor access to be able to reserve rooms, you must

  1. Be an officer of the club on Ideal-Logic
  2. Log into 25Live at least once 
  3. Email [email protected] with your club name, your full name, and ONID email address
  4. Wait for access

When you have access, we will email you back that you can start requesting reservations for rooms. Up to 3 officers may have requestor access on 25Live.

First, go to the OSU Events Calendar and click on the Submit an Event button. Fill out all relevant information and then wait until your event is approved and on the calendar.

Currently, only faculty can reserve MotorPool vehicles. If your organization does not have an advisor, you must work with a college department in order to reserve the vehicles.

Finances

To access your club's current funds and previous transactions, go to OSU CORE: https://core.oregonstate.edu for more information. Once in CORE, click on Dashboard, fill in the current fiscal year along with your organization's index (MSOxxx), and click search to view your reports. Please note that only the organization's treasurer(s) may access CORE, they must have the treasurer position on Ideal-Logic. Here is a document with the instructions on how to access and use CORE: https://clubs.oregonstate.edu/file/core-instructions.

You will need to fill out a Payment Request form on your Ideal-Logic dashboard. You will need to include a cost demonstration and estimate of what you will be purchasing. Then you will need to look at the times that our office is open to checking out the credit card (will be on the form) and put down a time that you can come during the available time.

Here is a video for additional help: https://beav.es/5m6

On the Ideal-Logic dashboard, there is a form called Payment Request form. In that form, there is an option that lets you to reimburse a member for an organization's purchases. However, someone cannot reimburse themselves.

Here is a step-by-step video: https://beav.es/5WQ

You do not need to check out a P-card(our office's credit cards) in order to use your organization's funds. On your club's Ideal-Logic dashboard, there is a Payment Request form where you have the options to either reimburse someone, check out the credit card to use in a store/restaurant(anywhere that accepts credit), or make an online purchase in our office (SEC 108) with the credit card. If you are using our credit cards, we do have certain time windows where you can check out the card or use the card for an online purchase that is shown when you fill out the Payment Request Form.

If your club does not spend all the SOA Grant money, our office will ask for the money back. TBD

You will navigate the Payment Request form on your Ideal-Logic dashboard. 

  1. Click on the Payment Authorization option 
  2. Fill out all neccessary information
  3. Have an authorized signer approve the form

Here is a video with additional information: https://beav.es/5mu