Santa Clara University

Policies and Procedures

Please refer to the following links for specific information on:

Student Organizations

• CSO Rights and Responsibilities
• Club Rights and Responsibilities
• Chartering and Rechartering Process
• Chartered Student Organizations Guidelines
• • Funds Allocation Guidelines
  • Prior Year Fund Balance Guidelines
  • Capital Asset Guidelines

Club Registration and Funding

• Registration Process 
• How Do You Get the Money and Where is it Kept?
• Expense Request Process
• Food Service Approval Process
• Fundraising
• Club Deposits
  

Statement of Participation and Activities Notification

Extracurricular endeavors outside the classroom provide significant opportunities for engagement, development, and exploration. Students who choose to participate in opportunities must assume responsibility for their academic progress and other committments by notifying professors and/or staff of scheduling conflicts that arise. The Center for Student Leadership will not be responsible for notifying faculty and/or staff of a student’s participation in activities. If the professor would like to verify the validity of the student’s request, please refer him/her to the appropriate CSL Advisor – (408) 554-4745.

Student Organizations - Payments and Deposits

• Cash Reimbursements
• Check (Vendor) Payments
• Expense Transfers
• Deposits
• Gifts & Donation Deposits

Student Organizations - Purchasing Options

• University Bookstore
• Central Stores
• Food and Beverage Service
• Mailing and Copy Services
• Office Depot
• Petty Cash
• Purchase Orders
• Travel
• University PeopleSoft Accounting Structure (pdf) - for student organizations

Contracts,  including: 

• Types of Contracts
• Completed Supporting Documents
• Process and Timeline
• Prizes

Risk Management Services, including:

• Risk Management Strategies
• Risk Management Statements
  • Disability Statement
  • Speaker's Statement
  • Transportation Statement
• Student Records/FERPA
• Supporting Information
• • Indemnification
  • Certificate of Insurance
  • Participant Agreement
  • Alcohol Beverage Policy, Addendum D
  • University Driver's Agreement
  • California State Withholding Tax Form
• Vehicle Policies and Procedures
• Safety and Emergency Procedures

Gifts and Donations, including:

• Outright Gifts
• In-kind Gifts
• Sponsorships
• Market Value of Gifts
• Acknowledgement Letters

Vehicle Usage

• University Driver's Agreement

Stipend and Payroll Information