Navigating Student Organization Management at The Ohio State University
The Ohio State University (OSU) boasts a vibrant and diverse ecosystem of student organizations, playing a crucial role in fostering student engagement, leadership development, and community building. Managing these organizations effectively requires a comprehensive understanding of university policies, available resources, and best practices for organizational sustainability. This article delves into the key aspects of student organization management at OSU, providing insights for both student leaders and university staff.
The Role of Student Experience and Engagement (SEE)
The Student Experience and Engagement (SEE) department at OSU plays a central role in supporting student organizations. SEE advances student belonging and development through leadership education, community building, and experiential learning. The department empowers students to explore identity, build relationships, and make meaningful contributions to campus life through student organizations, civic engagement, student activities, and student media.
A key member of the SEE department is the Student Organizations Coordinator. This position is responsible for supporting approximately 400 student organizations each academic year, ensuring that these student-led groups have the tools, training, and administrative support needed to thrive. The Coordinator educates club leaders and members on policies, risk management, and overall operational procedures. This includes managing administrative support for key functions such as the annual recognition process, financial oversight, and compliance with policies and procedures. Additionally, the role provides consultative guidance for event planning, group dynamics, and new club development to ensure successful and sustainable student organizations. The Coordinator plays an essential role in building community and fostering environments where students can develop their passions, practice leadership, and collaborate across campus.
Annual Registration and Recognition
Registration is the annual process student organizations complete in order to be recognized by the university and receive resources. Existing student organizations must complete requirements for registration each year during the organization's registration window to maintain active status and to receive access to university funds and resources.
The different statuses are:
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- Active (New/Re-Established I or II, or Established): Organizations in good standing with full access to university resources.
- Pending: Organizations that have started the registration process but have not yet completed all requirements. Organizations who are in Pending or Active status are eligible to access all benefits.
- Inactive: Organizations that have not met the annual registration requirements.
- Archived: Organizations that are no longer active or recognized by the university.
Maintaining active status is crucial, as it is tied to benefits such as campus space reservations and funding opportunities. All student organizations exist on an annual registration cycle. All registration requirements must be completed within the window (on or before the deadline) in order to stay continuously registered and achieve Active status.
The registration process involves several key steps:
Training Completion: The Primary Leader and Treasurer both complete an online module, which is role-specific, and a live 1-hour training session, which is focused on the shared leadership of the organization. Advisors complete training every 2 years, either live or via online module based on eligibility. If it is an advisor's first time working with a student organization or it's been more than two years since their last training attendance, they must complete training in a live session.
Information Submission: The Primary Leader submits several pieces of information each year during the registration window.
Online Approvals: Online approvals are needed for both registration and goals. These must be submitted by the primary advisor annually via the Student Organization Management System. Upon logging in, use the approval links available on the dashboard.
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It is recommended to attend training during your organization's registration window (Autumn Registration Window: August 15 - October 30 and Spring Registration Window: February 1 - April 15) to avoid impacts to your organization's status. Trainings completed after the registration deadline/outside of your registration window will count toward restoring Active status, but will not count toward maintaining continuous registration. If you find that your leadership transition timeline is out of sync with attending training, meaning you wait many months after starting your leadership position before attending training, your organization may benefit from changing registration windows.
Leadership Training and Development
OSU provides various training and development opportunities for student organization leaders and advisors. These programs aim to equip them with the necessary skills and knowledge to effectively manage their organizations.
Live/Zoom training sessions are posted below. This year Primary Leader and Treasurer training will be the same presentation. There will be Primary Leaders and Treasurers in each session however, the Primary Leader and Treasurer from each organization do not have to attend the same session as each other. Please be aware that any sessions dated after the registration deadline (October 30 or April 15, respectively), are considered make-up sessions. NOTE: Training is intended for The Ohio State University Students and Faculty/Staff only.
Resources and Support Services
OSU offers a range of resources and support services to assist student organizations in their operations. These include:
- Student Activities Office: This office provides ongoing bookable appointments for student organization-related needs, including specific services for student org leaders, organization advisors, and students looking to get involved on campus.
- Advisor Consultations: Staff and faculty advisors can schedule consultations for questions or concerns about the organizations they advise.
- Risk Consultations: Students, staff, and faculty can schedule risk consultations for support in generating ideas for safer, healthier practices or for questions about risk-related topics such as hazing.
- Student Life Calendar: All active/pending organizations are now able to advertise on the Student Life Calendar. You can add your organization’s events and milestones. Events can be on-campus or off-campus, in-person or virtual. Milestones are considered opportunities that are not tied to a location such as an application deadline. Regular student org meetings cannot be posted to the calendar, but all other programs and opportunities you’d like to widely advertise can now be shared on a much larger platform!
- Resource Room: The Keith B. Key Center for Student Leadership and Service offers a Resource Room with student assistants who support the desk operations, including printing, button-making, balloons, meeting room reservations, and helping guests of the Ohio Union.
- Student Organization Coaches: This team offers one-on-one consultations with student org leaders and students who are looking to get involved, as well as supporting key programs such as the Student Involvement Fairs.
Student Organization Employment Opportunities
OSU also offers paid opportunities for students to get involved in supporting the student organization community:
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- Resource Room Student Assistants: These students develop customer service skills, gain experience with building operations, learn about campus resources, and work on a team.
- Student Organization Coaches: Coaches have a training curriculum that incorporates coaching skills, organizational development, and campus resources. Prior experience with student organization involvement is preferred.
- Get Involved Assistants: Student Activities annually seeks students who can share their involvement journey and experiences with new first year students during summer orientation.
Examples of Student Organizations at OSU
To illustrate the diversity of student organizations at OSU, here are a few examples:
- American Association of University Women (AAUW): This organization advocates for women and girls since 1881.
- Meeting Professionals International (MPI): The largest meeting and event industry association worldwide, with more than 90 chapters and clubs in 24 countries.
- Spearhead Scholars: This organization helps Oklahoma State students prepare for competitive careers in finance.
- SMART Supply Chain Management Club: This club provides opportunities to expand networks within the supply chain field.
Other student organizations focus on areas such as:
- Data analytics
- Cybersecurity
- Human resources
- Sustainable development
- Law
- Sports
- Ethical leadership
Addressing Controversies and Challenges
Like any large university, OSU faces controversies and challenges related to student organizations and campus life. Recent events, such as the incident involving an assistant professor and a filmmaker, highlight the importance of fostering civil discourse and intellectual diversity. OSU's response to such incidents, as well as its handling of past scandals, can impact the perception and trust in the university's commitment to student well-being and free expression.
Frequently Asked Questions
OSU provides answers to frequently asked questions regarding student organizations:
- Q: Is a student organization still permitted to register regardless of its purpose?
- A: Student organizations are separate legal entities from The Ohio State University, initiated, led, and developed by students with programs and activities organized and implemented by students. To receive recognition from the university, registered student organizations are required to meet all criteria outlined in the Registration Guidelines for Student Organizations and operate in accordance with the required non-discrimination statement in the organization’s constitution.
- Q: Is there any change to the nature of events that registered student organizations may hold on or off campus?
- A: All registered student organizations may continue to request operating and programming funds from CSA in alignment with the Guidelines for Registered Student Organizations. Events that receive CSA programming funds must be open to any student to attend.
- Q: Can my organization hold events that are only for members of that organization?
- A: Yes, registered student organizations may hold member-only meetings and events.
- Q: Are there any restrictions on how student organizations may use funds not provided by the university?
- Q: Is there any change to the access registered student organizations have to other resources and benefits, such as the line of credit available to them in the Student Organization Resource Room?
- Q: My student organization partners with a university department or unit to host an event or program. Could the Advance Ohio Higher Education Act (SB1) impact that partnership?
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