Frequent Forms for Student Clubs & Organizations Our club is already familiar with most processes and just need a copy of a particular form 1. It is always good practice to double check the steps by following directions attached to the particular activity or action you are trying to accomplish. 2. Table of contents: Official Functions Request Form... 2 Activity / Event Request Form 3 Procurement card checkout sheet. 4 Co-sponsorship / community service project report. 5 Student travel agreement. 6 Travel Request Authorization.. 7 Deposit form.... 8 Graphic Request Form. 9 Advisor Yearly Award Formula.. 10 Annual Award Report.. 11 1 Last Revised on 8/2016
OFFICIAL FUNCTIONS REQUEST FORM This form is used to pre-approve the Official Function activity. Date of Function: Location of Function: Title & Description of Function (i.e., award ceremony, reception, etc.): Purpose of Function: Number of Attendees Expected: Names/Titles of Individuals Attending: College Personnel (group or individual) Guests (group or individual) Aims Club Advisor s Signature: Phone #: Student Leadership and Development /Club: For Office Use Only: To the best of my knowledge, this function complies with Aims Community College s Official Functions procedures. Administrator s Signature Date Senior Management Signature Date President s Signature* *President s signature is required when a senior management team member is the requestor or when the requestor is asking for an exception to the official functions procedures. Use requisition or LPO for payment (attach approved Official Functions Request form and itemized receipts). Date 2
Activity/Event Request Form Student Organizations (Submit at least 2 weeks prior to event 6 weeks prior to event for off-campus activities) Student Organization: Date: Please mark those that would apply: Off-Campus Community Service Project ASACC Co-Sponsorship Event Club Event Request Description of Activity/Event: Location of Activity: Date(s) and Time(s) of Activity: # Members Anticipated to Participate: Organization Hosting Event: Hosting Organization Contact Person: Forms Accompanying Activity/Event Request Form: Official Function Form Advisor Travel Request Procurement Card Checkout Sheet Pre/Post Conference Forms Student Travel Agreement Meeting Minutes Community Service Project Report Deposit Form Advisor s Signature Approval: President s Signature Approval: Approved: Disapproved: Date: Program Coordinator for Student Leadership and Development: 3
Procurement Card Checkout Sheet ASACC/Student Organizations Remember all items must be TAX EXEMPT the number is at the bottom of the card! Return the card the same day as checkout with the original receipt to the Student Leadership and Development office. NO-NOs CANNOT PURCHASE: Catering services at the event (set up, serving food) Rentals Alcohol Services (labor) LIMITS ON CARD: 30 transactions / month $5000 / month $2000 maximum per transaction 10 transactions / day Computers/computer hardware/computer software/printers Travel & entertainment Personal purchases Cash advances Promotional items (Aims mugs, Aims baseball hats, etc.) Hazardous materials (fuel, propane, helium, etc.) Clothing/uniforms (clubs can purchase club shirts with the P Card) Furniture/appliances/household items Toiletries Non-office supply items purchased from Bookstore-books are approved purchases Vehicle expenses (service stations transactions, auto parts, repairs) Travel and travel related expenses (airfare, vehicle rental, meals, lodging) Gift cards Greeting Cards Gifts/Prizes over $25 (must submit list of recipients with original receipt) Contracts Membership dues and fees Subscriptions Registrations Postage or shipping charges UPS/FedEx/DHL/USPS DO NOT PURCHASE GOODS FROM THE FOLLOWING TYPE OF MERCHANT Banks, ATMs, financial institutions Travel related merchants airlines, auto rental, hotels, motels, travel agencies Automotive and transportation related merchants railroads, bus lines, taxi, cruise line, auto dealers, rental, sales service Eating places restaurants, bars, cocktail lounges, night clubs, fast food restaurants Betting, lottery, wagers, beer, wine, packaged liquor stores Dating & escort services, counseling, massage parlors, health & beauty spas, computer dating I have read and understand the credit card rules. I will return the credit card immediately after use (or at agreed upon time) with all original receipts. I understand that if I use the card for prohibited items or do not return the card with original receipts, I will be personally responsible to pay the money back. If I lose the credit card, I will call Linda Stone (339-6450) immediately. Program/Organization Approx. amount to be spent Signed Advisor approval signature Activity or Event OFFICE USE: Date card signed out Date Needed Cost Code/s Purchase Made at: Date card returned Card# OFFICIAL FUNCTION FORM Receipts returned? Amount spent It is highly recommended that you call ahead to reserve the card, the card may already be checked out to another student organization. 4
Co-Sponsorship Project Report Community Service Project Report Student Organizations Student Organization: Advisor: O ff-campus Community Service Project Date(s) and Time(s): Co-Sponsored Event Location: Description of Off-Campus Community Service Project or Co-Sponsored Event: If this is a community service project, how has the community benefited from the organization s participation in the off-campus community service project? Event Organization: Contact person for verification: Phone # or email: Number of Members Participated: Names: Advisor s Signature: President s Signature: Approved: Disapproved: Date: Program Coordinator of Student Leadership and Development: 5
Student Travel Agreement The purpose of the Student Travel Agreement is to communicate expectations, rules, and regulations that illustrate proper behavior and conduct while attending conferences, field trips, and special activities involving travel. Students behavior and activities while traveling on college-sponsored events is a reflection upon the College, as well as upon themselves. Students and advisors need to behave as ambassadors of Aims Community College. The use of alcoholic beverages, marijuana, and/or possession of illegal substance will NOT be tolerated at any time during the college-sponsored event including travel to/from event. Participants are expected to attend all meetings, workshops, and other scheduled event programs. The advisor or appointed delegate must be informed of club member s whereabouts at all times. Individuals responsible for theft and/or vandalism to any property during the course of an event will be held financially liable and will be subject to the Student Code of Conduct at Aims Community College. The advisor(s) to the student organization or the group leader, who accompanies a group participating in extracurricular travel, shall have total authority over the supervision of the event and its participants. This dictates that all student participants must adhere to and abide by the advisor/group leader decisions and judgments, and accord him/her the common courtesy and respect due by the virtue of being an official representative of the Aims Community College. It is expected for all students and advisors traveling on college-sponsor events to abide by the Student Travel Agreement and the Aims Student Code of Conduct. (http://www.aims.edu/student/conduct/codeof-conduct). Participants who disregard/violate these rules/regulations are subject to disciplinary sanctions including but not limited to repayment of any and all fees, registrations, travel expenses, materials, and food costs by the Aims Community College and/or the student organization sponsoring the student as well as potential suspension or dismissal from Aims. Student Organization: Travel Date(s): Conference/Fieldtrip/Activity: I hereby affirm that I have read this authorization to participate in travel and I understand to abide by the Student Travel Agreement and the Aims Student Code of Conduct prior to signing this document and accept all responsibilities outlined in this form. Student Signature Student ID Date Parent/Guardian Signature (If student is under 18) Date Emergency Contact (please print) Name Relationship Phone Number 6
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Deposit Form Student Organizations Name of Organization Date Deposit Number Activity Description: Gross Receipts from Activity: $ Individual Dues: $ x Number of Members: = Gross Dues: $ Gross Receipts from Activity: Gross Receipts from Dues: Total Deposit: $ $ $ Turned in by: Position: Check Listing- Please attach adding machine tape of checks Name Amount Name Amount $ $ $ $ $ $ $ $ Cash record:.01.05.10.25.50 1.00 5.00 10.00 20.00 100.00 Total Checks $ + Total Cash $ = Total Deposit $ Student Leadership and Development office Use Only Received By: Date: Organization #: 8
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1 Highest number of new organization members inducted during the academic year 2 Attendance at recognized conferences/workshops during the academic year This shall include educational, leadership, and service programs that support and enhance the goals and mission of the student organization. 3 Attendance at the Student Involvement Fair(s) 3 Attendance at scheduled advisor trainings 4 Amount of organization funds raised annually, excluding membership dues 5 Development and maintenance of the organization s web page with up-to-date information and/or articles 6 Organization paperwork turned in by the posted deadline 10-15 organization members attended 1 conference or workshop - 1-5 members and an advisor Attended Spring SIF 1 meeting between $500-$1000 web site developed 15-30 organization members attended 2 or more conferences or workshops Attended Fall SIF 2 meetings between $1000-$2000 30+ organization members between $2000-$3000 $3000 + web site maintained complete completed recognition recognition paperwork paperwork plus annual report 7 Community/civic involvement 2 activity 3 activities 8 Representation at GASO meetings 1-2 meetings 3-4 meetings 5-6 meetings 7 meetings Advisor s Yearly Award Formula Special Note: Points earned reflect the efforts of the organization advisor(s) and may not be duplicated if the organization has more than one advisor. The above annual advisor award formula is the third element of the student organization funding plan. The points earned are converted to a dollar amount, 1 point equals $10. The overall award will be given to the student organization at the end of the academic year, providing the deadline for submission is met. End-of-Year Requirements: The Advisor Award Report must be completed by the organization advisor(s) AND signed by BOTH the organization president and treasurer verifying the involvement of the advisor(s) AND the completed report must be received in the Student Leadership and Development office not later than the third Friday in May. Please direct questions the Student Leadership and Development office, Room 130 College Center on Greeley Campus, or email at student.activities@aims.edu. 10
Annual Award Report Advisor Participation Academic Year: 1 st Advisor s Name: 2 nd Advisor s Name: email: _ email: Organization Name: Indicate the total number of new members for this academic year (attach a copy of your current roster): 1. List recognized conferences/workshop attended during this academic year (list date, trip location, name of conference/workshop, number of students attending, and name of advisor attending): #1 #2 Number of students attending all conferences _ Number of the advisor(s) attending (Attach a roster of students and advisors attending all conferences) 2. Did you attend at least one of the advisor meetings? Yes No Date of meeting: 3. What was the total amount of money raised by your organization this year, exclude member dues? 4. Did you help develop or assist in updating your organization s web page? Yes No 5. Was all your organization paperwork turned in on time? Yes No 6. Did your student organization representative(s) attend least 2 General Assembly of Students meetings? Yes No 7. Attach your annual accomplishments report. 8. What changes or improvement are you considering for next year? In order to receive funds all paperwork must be received in the Student Leadership and Development office not later than the third Friday in May. Late submissions will not be considered for funding. 1 st Advisor Signature 2 nd Advisor Signature Organization President Signature Organization Treasurer Signature 11