Forms and Deadlines

CLUBS AND ORGANIZATIONS REQUIRED PAPERWORK

The following documents must be completed in order for your club and organization to be officially recognized and have a funding account created in the Business Office:

  1. Petition/Recognition Form for a Student Club/Organization
    1. All clubs and organizations that do not submit this form at the start of each new academic year will be considered inactive. Students participating in clubs and organizations must be currently enrolled students.
  2. Club Officers Roster
    1. Complete this form after you have elected your officers. The following positions are required and must go through club orientation and complete risk management training: President, Secretary, and Treasurer)
  3. Constitution
    1. Work with your Club Officers and Members to create a typed Constitution to document your club and organization processes.
  4. Agency Fund Account Set Up Justification
    1. Fill out this form to establish an account created in the Business Office. Allow for 30-60 days for Business Office processing. Clubs and Organizations will not be allowed to fund raise unless they have received notification from the OSER Clubs and Organizations liaison that their account has been set up. 12 months or more of inactivity will result in a closed account.

Deadline: Submit the following four completed forms to the OSER Clubs and Organizations liaison in C238, on or by the 6th week of classes of the fall/spring semester depending on the start of the club and organization.

All Clubs and Organizations will be officially recognized by Eastfield College once all of the required paperwork with appropriate signatures have been received by the Office of Student Engagement and Retention, Clubs and Organizations liaison.

Other Commonly Used Forms:

Meeting Room Request

Determine a meeting day and time for your club and organization. Clubs and Organizations can request a meeting room after the 12th class day from the Program Coordinator after all classes have been reserved for the semester. Preferred rooms are not guaranteed.

Club Membership Roster

Fill out this attendance roster form after identifying your members and submit to the OSER Clubs and Organizations liaison.

 

FINANCIAL FORMS & POLICY

Fundraising Application

Fill out this fundraising form to propose a fundraiser for your club and organization. The form must be approved by the Clubs liaison, OSER dean and the College President. Clubs and Organizations will not be allowed to fundraise unless they have received written notification from the Clubs liaison that their account has been set up and activity approved. 12 months or more of inactivity will result in a closed account.

Quick steps:

  1. Meet with Club and agree/plan on a fundraiser
  2. Check OSER Fundraiser Calendar for availability
  3. Fill out, sign, and date fundraiser application and turn in to OSER
  4. **Request petty cash 3 weeks in advance for change if necessary**
  5. Check club box for signed approval form
  6. After fundraiser is complete, deposit earnings at the Business Office to your club account with a copy of approved fundraiser form.
  7. Fill out the bottom of the Fundraiser form and turn into OSER along with your deposit slip from the Business Office.

Deadline: Submit this form to the Clubs liaison 30 days prior to the proposed date/time for the fundraiser. Forms submitted less than 30 days prior will be held for the next month’s deadline and fundraising date/time will need to be rescheduled.

Club Reimbursement Request

Fill out this form for reimbursement or withdrawal of club funds. Original receipts are required for reimbursement with signatures from an advisor, officer and person being reimbursed. Also, use this form to withdraw money from the club account. Signatures from an advisor and an officer are needed for withdrawals. Clubs and Organizations are responsible for providing receipts within 72 hours of monies spent.

Deadline: Submit this form to the Program Coordinator. Allow 2-4 weeks for processing.

Club Funding Request

Fill out this form if requesting monies from Campus Activities Board (CAB). Be specific in your request that can be for travel, a special event, a conference, and more.

Deadline: Presentations of your club and organization request will be scheduled for designated CAB meetings each semester. These CAB meetings will be shared by the Program Coordinator.

Vendor Check Request

Fill out this form when the club and organization receives an invoice from an approved vendor and needs to pay them. Submit the vendor invoice with signatures of a club officer and the advisor on the invoice with this from.

Deadline: Work with the Clubs liaison to decide on vendor at least 30 days prior to when vendor is needed. Complete and submit form to the Program Coordinator at least 30 days prior to when vendor is needed.

Donation Thank You Letter

Clubs and Organizations can request donated goods from businesses and organizations. Donations made to a club and organization are not tax exempt. Use this form letter to thank vendors for making donations to your club and organization.

TRAVEL AND PROGRAMMING

Fill out this form to begin your travel planning process.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. 

Field Trip Participation Consent

This form must be turned in along with the Student Travel Advance and Approval Request. Each club member participating in a field trip must fill out this form. Form available in C-141 and/or from Program Coordinator.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER.

Fill out this form listing all students and their student identification numbers for those students participating in the trip. If requesting travel funds in advance, this form must be turned in along with the Student Travel Advance Form.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER.

Student Travel Advance and Approval Request

Fill out this form when your club plans to go on a trip and/or needs money in advance in order to pay for registration, lodging, meals, gas, etc.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. Additional money and receipts must be turned into the Student Travel Coordinator and/or the Program Coordinator in OSER. The Business Office must have these items in order to give refunds and reconcile paperwork.

Professional Leave and Travel Request

Advisors must fill out this form when they accompany clubs on field trips. Professional Leave and Travel forms are available in department/division offices.

Deadline: Advisors will need to fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. Additional money and receipts must be turned into the Student Travel Coordinator and/or the Program Coordinator in OSER. The Business Office must have these items in order to give refunds and reconcile paperwork.

MARKETING AND PUBLICITY

Banner Request

Fill out this form at least 2 weeks prior to your needs.  Clubs may request up to 2 banners each semester.

Model Release

Fill out this form if you intend to display photos of your club members on your club website, flyer, social media, etc.  The form should be turned into the OSER Clubs and Organizations.

Deadline: Collect completed release forms prior to the display of photos and submit to the Clubs Liaison.