Steps to be taken for On-campus Events and Programs
Once funds have been approved by the Student Services Committee,
the following steps should be taken in order to prepare for an on-campus event or program
| Process/Steps | When should the form be sent? | To whom should the form be sent? |
|---|---|---|
| Step 1.) Complete a “request for approval of Student Activities form” (S-20) | At least 10 days prior to the event date Suggested: Complete all S-20s at the beginning of each semester |
The Office of Student Activities |
| Step 2.) Complete a “Request to schedule activity, facility, service” (P-32) form if the event is to be held on campus except for athletic and P.E. facilities | At least 10 business days prior to the event date | The Office of Continuing Education |
| If the event requires the use of any athletic Wellness or P.E. facility, a (P-32A) form should be completed | At least 10 business days prior to the event date | The Physical Education Department-Leslie Smith |
| Step 3.) If food is needed for the event, Martha Snow should be contacted. Your request should outline all food service needs for the event including eating utensils, condiments, the number of expected guests, type of food desired etc. Please note: A S20 should be approved before making food service requests. |
At least 10 business prior to the event date | Auxiliary Services/Food Services - Martha Snow |
| Step 4.) Complete all necessary purchase requisitions and check requests for materials or services needed for the event | Suggested: Complete 4-5weeks prior to the date materials or services are needed | The Office of Student Activities |
| Step 5.) If students are to be involved in physical activities, a waiver of liability and convention not to sue form should be completed by each students participating. | Prior to any physical activity | Waiver of liability and convention not to sue forms should be maintained by the advisor |
List of forms needed for travel:
(Click the respective form)
- Request for approval of Student Activities form (S-20)
- Request to schedule activity, facility, service (P-32) (*.doc)
- P32A Form
- Check Request Form
- Purchase Requisition Form
- Waiver Form and Convention Not To Sue Form (page 1)
- Waiver Form and Convention Not To Sue Form (page 2)
Responsible Department: Student Activites
Contact: Eric O'Cain (web representative)
Contact: Eric O'Cain (web representative)
