OREGON STATE UNIVERSITY
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We are in unprecedented times, and the Student Organizations and Activities offices has decided to continue the adjustment of our funding policy to meet the needs of student organizations at OSU. This will be the SOA Grant Funding (Previously known as SORCE) Policy for Winter term, at which point there will be an assessment for changes to Spring terms.
The Winter term updates are significant. In the course of reading these updates, if you were previously denied a request during Fall term that would now be allowed, please reach out to us at student.orgs@oregonstate.edu if you would like your request reconsidered.
Funding requests for virtual events occurring in Winter or Spring terms will be accepted.
Funding requests for entirely in-person events will not be considered until there is an update to in-person guidelines. Requests with an in-person component will be considered (i.e., food pick up or supplies pick up but event primarily on zoom).
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. All SOA Grant Funded activities must:
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.
NOTE: We are open to considering an increase to the per organization allocation of $5,000 on a case by case basis and depending on the status of the overall SOA Grant budget.
Open Activities must be held during weeks 1-10 of the academic terms to ensure that students have access to participating.
All activities must report participation numbers.
All activities must report location/platform (i.e. Zoom link)
Promotion and Advertising – because these events are funded with student fees, the primary target audience is OSU students; digital marketing is fundable for all activities. Promotion to OSU students is required for all SOA funded activities.
Here are the minimum marketing requirements:
Advertising at least a week in advance of the event
OSU Events Calendar with the #keepconnecting tag and Clubs & Organizations tags (located under the filters section)
1 post on the Facebook page: Upcoming OSU and Corvallis Community Events (you need to make a request to get added before posting)
2 social media posts per medium (Facebook, Twitter & Instagram and/or Snapchat) via personal accounts and club accounts, if available.
NOTE: If you do not have a club or personal social media account, send info to student.orgs@oregonstate.edu.
Prizes/Attendance Incentives - This could be a drawing for attendance or some way that participants can win the item. Open events are limited to no more than $50 per item. Requests for one event cannot exceed $150.
The purchase of prizes can only be used for OSU students. Any non OSU student prizes needs to be paid for by the club or another funding source.
It will be required to note who received each item and their ONID number.
Gift cards cannot exceed $50 per card.
Swag/Apparel - This could be small items to give to every participant (pen, notepad, etc) or shirts for the planning team. Open events are limited to no more than $15.00 per item. Requests for one event cannot exceed $500.
The purchase of swag can only be used for OSU students. Any non OSU student swag needs to be paid for by the club or another funding source.
It will be required to note who received each item and their ONID number.
Shipping - Shipping and delivery costs are not included in the maximum amounts for individual items and therefore are fundable separately from costs of the items themselves. Regular shipping has no limit but expedited shipping rates will only be covered up to $100.
Food - Food can be provided to participants in one of three ways. Only one option can be used per event and each option has a per event limit.
Funds - providing participants with money to purchase their own food for the event.
Cannot exceed $10 per anticipated participant
Note: This does not include processing fees. If you choose a virtual gift card that has a processing fee, that will need to be covered by the organization.
Food Pick Up - Utilizing the GCK to produce premade meals that participants can pick up on campus just before a virtual event.
Cannot exceed $15 per anticipated participant
Meal Kit - Utilizing the GCK to produce raw food items into meal kits that participants can pick up on campus before a virtual event related to making the kit together
Cannot exceed $20 per anticipated participant
Closed Activities can be held weeks 1-10 or during academic breaks.
Prizes/Attendance Incentives - This could be a drawing for attendance or some way that participants can win the item. Closed events are limited to no more than $50 per item. Requests for one event cannot exceed $150.
The purchase of prizes can only be used for OSU students.
It will be required to note who received each item and their ONID number.
Gift cards cannot exceed $50 per card.
Shipping - Shipping and delivery costs are not included in the maximum amounts for individual items and therefore are fundable separately from costs of the items themselves. Regular shipping has no limit but expedited shipping rates will only be covered up to $100.
Food - Food can be provided to participants in one of three ways. Only one option can be used per event and each option has a per event limit.
Funds - providing participants with money to purchase their own food for the event.
Cannot exceed $10 per anticipated participant
Note: This does not include processing fees. If you choose a virtual gift card that has a processing fee, that will need to be covered by the organization.
Food Pick Up - Utilizing the GCK to produce premade meals that participants can pick up on campus just before a virtual event.
Cannot exceed $15 per anticipated participant
Meal Kit - Utilizing the GCK to produce raw food items into meal kits that participants can pick up on campus before a virtual event related to making the kit together
Cannot exceed $20 per anticipated participant
Swag/Apparel - Allocation for the purchase of name tags or organization clothing/uniform for the purpose of visibility and promotion of your organization is limited to a total of $15 per OSU student member annually. Requests cannot exceed $1,000 annually.
The student organization roster in Ideal-Logic will be used to determine the number of student members.
SOA will fund up to two requests for clothing/badges per academic year.
Supplies - requests can be for operating supplies, minor equipment, decorations, costumes, banners, etc. - cannot exceed $800 annually.
Shipping - Shipping and delivery costs are not included in the maximum amounts for individual items and therefore are fundable separately from costs of the items themselves. Regular shipping has no limit but expedited shipping rates will only be covered up to $100.
Software/License Purchases - Example Jackbox games, virtual event platform or zoom webinar license. Cannot exceed $500 annually.
Will consider a higher annual amount if there is a compelling reason
Student organization members and leaders cannot be paid for services to the organization.
Payment to individuals for service to the organization including non-organization members that are OSU students must be facilitated through an agreement with the individual providing the service and the organization. Payment can only be made with an invoice and by check made out to the business/individuals.
For example - the President of an organization cannot be paid to plan an event or for the labor of being President. However, if the President of an organization has skills like graphic design or DJing, that is not linked to their officer role, then they can be paid for their services.
SOA operates on an academic schedule and all staff are students first.
| $ Amount Requested | Less than $1,000 | $1,000 or More |
| Programs/Events/Activities | At least 2 weeks (14 days) | At least 4 weeks (28 days) |