Student Organizations and Activities (SOA) Grants provide funding, through student fees, for organization events and organization development. This funding resource is only offered to recognized student organizations (USOs and ASOs) at the OSU Corvallis and Newport campuses. SOA maintains systems and processes that promote intentional use of funds that support diverse and inclusive participation in out of the classroom experiences and is committed to being a conscious steward of its allocation of student fees. SOA has an intentional program that utilizes these principles to define our work:

  • The student experience is greatly enhanced through participation in experiential activities.
  • SOA Grants provide education, systems, and resources to support student organization success and student engagement. 
  • SOA Grants provide access to funding to support the development and activities of recognized student organizations.

Submission Deadlines 



Up to $1000

More than $1000

At least 2 weeks (14 days) in advance

At least 4 weeks (28 days) in advance.

Must have at least 50 expected participants

Funding available for events occurring between March 26th and June 10th.

All requests must be submitted by March 17, 2023.

 

 

SOA Grant Request Information

 

SOA Grant Funding FY23 Quick Reference Sheet

It is highly recommended that all event/activity requests or organization development requests are planned as soon as possible. Allocations are made on a first-come-first-serve basis. For example, you can request funding for Winter or Spring term in Fall.

Some details to consider:

  • Open and closed event/activity requests are submitted via an Activity Plan/Report (in the green link box on the club home dashboard). 

  • Organization development requests are submitted via the Equipment, Supplies & Department Payment Form (in the green link box on the club home dashboard).

  • All requests are initially reviewed by an SOA Peer Educator. Peer Educators are students first and may not be available to review funding requests during Finals week.

  • Requests received 13 or fewer days in advance of the event/activity date or purchase date will NOT be reviewed.
  • If time does not allow for the request to be fully processed and the funds to be released to the student/student organization in advance of the event/activity or purchase date the request will be bounced back.

The following standards have been established to ensure all funded activities meet or exceed processes, policies, regulations, and laws required by SOA as well as by the University and governmental agencies. 

  • RSO must have an active club index within the University’s accounting structure and may not have a negative fund balance. Note:  We will not consider any request until after the negative balance has been resolved.
  • All SOA Grant Funded activities must:
    • Be reported/requested through the student organization database (Ideal-Logic) within the appropriate timeline (see Submission Timeline above).
    • Provide detailed information with all costs fully identified in the budget submission. This includes a cost demonstration for all purchases, detailed with items and costs, pre-contract offers that identify all of the costs associated with performers or speakers (performance/rider), etc.
      • Cost demonstration can be a copy of an email, invoice, quote, or screenshot of a website as long as it includes expense description and per-unit cost. All of these items need to be uploaded with the budget request.
    • Uphold the OSU Community Non-Discrimination Policy.
    • Be in alignment with OSU and RSO missions, while actively supporting community-building and belonging for OSU students.
  • If funded, all revenue generating activities must have payment processes setup and managed through SOA to ensure no profit is made.  Any revenue generated beyond actual costs of putting on an event will be retained by SOA since fundraising efforts are not fundable.

These are the most common categories of requests. This is not an exhaustive list. While there are some categories that have a limit, we will consider all requests. Please check the "SOA Funding Cannot Be Used For" section for items that cannot be funded.

  • Labor Fees
  • Equipment Rental
  • Performance & Speaker Fees
  • Marketing
  • Supplies
  • Food
  • Decorations
  • Member professional development
  • Conference/Competition Fees (on-campus only)
  • Payroll or payment to student organization members for leadership, service, etc.
  • Hosting of activities for the primary purpose of fundraising for the organization or philanthropy for a non-profit agency.
  • Hosting of activities for the primary purpose of raising awareness of or recruiting volunteers for a non-profit agency.
  • Activities primarily geared towards Non-OSU Students (less than half of the anticipated participants are OSU Students)
  • Activities hosted at establishments whose primary focus is on the service of alcohol (wineries, distilleries, breweries, etc.)
  • Activities hosted on the OSU campus that include any access to alcohol. 
  • Direct allocation of funds for philanthropic purposes - i.e. donating money or physical items (including food) to someone/something.
  • Purchase of items for resale purposes.
  • Promoting or opposing any political committee or any initiative, referendum, or recall petition, measure, or candidate. Political educational activities representing multiple viewpoints are fundable.
  • Religious service activities.
  • Operational expenses, including swag and apparel, membership dues, or other payments to national/parent organizations
  • Gifts/prizes
  • Travel or lodging
  • Rental, maintenance or upkeep of a facility
  • On-going, subscription payments
  • Any activity in which academic credit is an option for participants and/or is billed through a student account.
  • Youth engagement or outreach
Tabling and recruitment activities, meetings, recurring activities (more than once per term), and any event "closed" to the public.

Allocation - Up to $2,000 annually (July 2022- June 2023)

  • Events/Activities, held within 10 miles of campus, can be held weeks 1-10 or during academic breaks. 
  • Recurring events/activities may be funded up to one term at a time and new requests must be submitted for each term.
  • It is recommended that clubs wait until funding requests are approved before making purchases. 
    • Since funding is not guaranteed, purchases made in advance of funding approval risk not being fundable or fully fundable
Expenses With Limitations
  • Food - packaged foods or catering $10 per anticipated attendee
  • Gas - Gas expense when utilizing a personal vehicle up to $.25 per mile.  Only funded in support of hosting an on-campus activity.
    • NOTE: a map of the trip route will need to be submitted for cost demonstration and a processed Payment Request to reimburse the driver with a gas receipt will be needed for reconciliation. 
  • Supplies - Equipment, decorations, costumes, shipping and insurance related to on-campus activities.  Operational supplies are not fundable.  Cannot exceed $1000 annually.
Expenses Without Limitations

Accessibility Accommodations - Any costs associated with providing accessible access to open events/activities. Does not count towards the allocation limits.

Special Events/Activities:
  • Must be open to all OSU students 
  • Must occur within 10 miles of the OSU Corvallis campus  during weeks 1-10 of the term (Fall, Winter, Spring only) 
  • Must be a stand-alone event/activity or a series of connected activities all occurring within a 10-day period.

 

Any activity that meets the criteria above may be designated as a Special Event. 

 

Allocation Limits*  

  • Activities put on by an individual club can be funded up to $1000 per event for less than 50 participants, $2,000 per event with more than 50 expected. Funding is limited to once per term.

  • Collaborative activities with anticipated attendance 50 and above may be funded once per academic term and fundable up to the limits outlined below:

    • Events with 2-3 RSOs collaborating can be funded up to $3,000

    • Events with 4+ RSOs collaborating can be funded up to $4,000

    • Only one budget is required but each collaborating club must submit separate activity reports through ideal-logic before request will be considered.

  • It is recommended that clubs wait until funding requests are approved before making purchases for events. 
    • Since funding is not guaranteed, purchases made in advance of funding approval risk not being fundable or fully fundable.

Promotion and Advertising Requirement: Because these events are funded with student fees, the primary target audience is OSU students; promotion to OSU students is required for all SOA Grant funded activities. By submitting an SOA Grant for an open event, you agree to publish the event on the OSU Events Calendar with the Clubs & Organizations tags and post the event on SOA managed Facebook and Instagram pages.

 

Expenses With Limitations

Apparel - Costumes or other event-specific apparel critical to the event. Requests for one event cannot exceed $500.

Food - Up to $10 per anticipated participant.

Gas - Gas expense when utilizing a personal vehicle up to $.25 per mile.

NOTE: a map of the trip route will need to be submitted for cost demonstration and a processed Payment Request to reimburse the driver with a gas receipt will be needed for reconciliation.

Marketing/Promotion - This can include purchasing ads on social media platforms like Facebook and Instagram, paying for graphic design work, printing costs, etc. 

  • Events with less than 499 anticipated participants can request up to $500
  • Events with 500 or more anticipated participants can request up to $800

Shipping - Expedited shipping rates will only be covered up to $100. 

Expenses Without Limitations

Accessibility Accommodations - Any costs associated with providing accessible access to open events/activities. Does not count towards the allocation limits but must be requested in advance in alignment with submission deadlines.

SOA Signature Events are events/activities with a dedicated SOA Grant budget. Events are considered SOA Signature Events when the club has applied and proven the event to be consistent (has occurred for at least 2 consecutive academic years) and that the event furthers Oregon State University’s Core Value of Diversity. To apply to have an SOA Signature Event budget for your club, please email us at [email protected]. 

Currently, as of July 2022, these organizations plan and execute SOA Signature Events:

  • African Student Association (African Night)
  • Asian Pacific American Student Union (APASU Presents, APASU Culture Shock, APASU Cultural Bites)
  • Cambodian Student Association (Khmer Night)
  • Hui O Hawai’i (Ho’ike)
  • Hmong (Hmong Night)
  • Indian Student Association (Dandiya Night, Diwali, India Night)
  • Isang Bansang Pilipino (Pilipino Cultural Night)
  • Japanese Student Association (Japan Night)
  • PERMIAS (Indonesian Night)
  • Rainbow Continuum (Fall and Spring Drag Show)
  • Taiwanese Student Association (Taiwanese Night)
  • Vietnamese Student Association (Vietnamese Night)

SOA will consider providing additional funding for any request you have previously received funding for when there are unforeseen expenses discovered post allocation. Requests need to be submitted within 30 days of the activity & no later than May 31st, 2023. To submit a Budget Shortfall request, please write to us at [email protected]. 

SOA Grant Suspension means RSO is ineligible for more SOA Grant funding.

SOA Grant Review means RSO is limited to one unreconciled request at a time through the duration of the fiscal year. 

  • Failure to complete the Post Activity Report, including budget reconciliation, within 20 days of the event will result in the club being placed on SOA Grant Suspension until the Post Activity Report has been completed and the club will be placed on SOA Grant Review through at least the duration of the fiscal year.
  • Failure to complete the Budget Reconciliation for an Equipment & Supplies request within 20 days of award disbursement will result in the club being placed on SOA Grant Suspension until the Reconciliation has been completed and the club will be placed on SOA Grant Review through at least the duration of the fiscal year.
  • Failure to return unspent funds within 10 days of confirmation of completed reconciliation will result in the club being placed on SOA Grant Suspension until the funds have been returned and the club will be placed on SOA Grant Review through at least the duration of the fiscal year. 
  • A club with a deficit balance in their RSO Fund Index is automatically on SOA Grant Suspension until their negative balance is reconciled.

Frequently Asked Questions

A cost demonstration is an image, link, or document that specifies the product, price, and vendor that you intend to purchase for your event. The purpose of cost demonstrations is to verify that we are allocating the appropriate amount of SOA Grant funds to your organization.

  • The total expenses that you have planned for should accurately reflect the amounts shown in the cost demonstration materials. 
  • The difference between the expenses and incomes of the budget should also amount to zero–any amount otherwise reflects that you are either over or under the requested budget.
  • Go to the tab “SOA funding” and/or the “budget” tab in your activity plan to adjust the cost demonstrations and/or the funding amount requested, so that the budget difference is zero.

Yes, this can be done by selecting more than additional funding sources on the “campus funding” tab in your activity plan (please note that if this is pertaining to a certain event, all funding requests should be submitted on the same activity plan).

  • If over: your organization will be liable for any charges that are not accounted for in the previously submitted budget
  • If under: you may be subject to returning the funds to our department
    • Here are the required steps for returning the funds:
      • Log into Ideal-Logic
      • Select Finance and Accounting
      • Select Payment Request in the green box on the right
      • What info to fill out in the PA form:
        • Select Internal payment then OSU Department
        • OSU Department: SOA Grants
        • Department Contact Name: Dante Holloway
        • Department Contact Email Address:
        • Department Index: MSESAD
        • Select Journal Voucher
        • Fill in the appropriate account code, for this it would be selecting Other at the bottom and then entering in 08003 – Student Organization Support
        • Fill out the Expense Information
          • For the Who/What, it is helpful to state what the original award event title was
        • State you have your receipts or invoices and use the attached original approval of the SOA Grant
        • Last is to have an authorized signer sign off on the form

How to Submit an SOA Grant Request

  • Login to Ideal-Logic
  • Make sure you are on the Dashboard. If you are not, On the left click on the "Dashboard" tab for your organization
  • On the right in the green box under your Peer Educator contact, click on "Activity Plan/Report" to begin your request.
  • For an Activity Plan/Report -
    • Under "Activity Costs" select "Yes" to indicate you will be spending money. This will activate the "Campus Funding" and "Budget" tabs of the form for you.
    • Under the "Campus Funding" tab, click "Yes" to the question asking if you would like to request funding. This will activate the "Campus Funding Sources" area on this tab for you.
    • Under "Campus Funding Sources" in the form, select the SOA fund type that most closely matches your need. For Open Events/Activities, select the "SOA Open Events/Activities" option. For Closed Events/Activities, select "SOA Grants for Organization Development"
    • Next you will fill in the Budget tab. Do not forget your cost demonstration! Cost demonstration can be a copy of an email, invoice, quote, or screenshot of a website as long as it includes expense description and per-unit cost.
    • Once the form is completed, you can submit and our team will start our review! Don't forget that we need at least 2 weeks for requests under $1,000 and 4 weeks for requests over $1,000.

 

Ideal-Logic SOA Grant Policies