Santa Clara University

Center for Student Leadership

Deadlines

  • iconEvent Planning

    Note: If you cannot click on the name of a form to download it, then it means you can only access the form by picking up a hard copy at the Locatelli Activity Center.

    Form or Task Description
    Deadline
    Event Management Plan for Events with Alcohol
    Providing details for service and safety for events with alcohol Needs to be submitted before event is approved
    Event Planning Request Form
    Reserving rooms and spaces for an event At least 72 hours prior to event date
    Event Planning Tasks Form
    Reviewing contracts, safety/risk management, catering, and payments Depends on event
    Engagement Agreement Form
    Contracting with a speaker or performer for an event
    At least 3 weeks prior to event date
    Vendor Agreement Form
    Contracting with a non-SCU company that is providing a rental or service for an event
    At least 3 weeks prior to event date
    Expressive Activity Planning Form
    Providing details for events with expressive behavior and/or speech
    Needs to be submitted before event is approved
    Participant Agreement Form
    Ensuring all student participants for trips and events with a certain level of risk have medical coverage
    At least 2 business days prior to event date
    Release of Liability
    Ensuring all student participants assume to take on the risk in an activity with a certain level of risk
    On event date
    University Vehicle Driver Agreement Form
    Ensuring all student drivers for trips have appropriate driving documents
    At least 2 business days prior to event date
    Food Service Approval Form
    Approving the payment of food catered by Bon Appetit
    At least 1 week prior to event date for small orders (2 weeks for large orders)
    Request of Cultural Program Food Service Event
    Requesting exemption from Bon Appetit to use non-SCU catering for a cultural event
    At least 1 month prior to event date
    External Catering Event Form
    Providing details for catering provided by a non-SCU company for an on-campus event
    At least 10 days prior to event date
  • iconFunding & Finances

    Note: If you cannot click on the name of a form to download it, then it means you can only access the form by picking up a hard copy at the Locatelli Activity Center.

    Form or Task Description
    Deadline
    Deposit Form
    Depositing cash and checks collected through fundraising and membership dues (for CSO's only) Within 24 hours of receiving cash and checks (by next business day if received on a weekend)
    Donation Form
    Depositing checks and credit card payments from donors
    Within 24 hours of receiving donation check or credit card payment (by next business day if received on a weekend)
    Expense Request Form
    Requesting reimbursement or payment of event-related expenses (for RSOs only)
    Within 10 days after the event date
    Payment Request Form
    Requesting reimbursement or payment of event-related expense (for CSO's only) Within 10 days after the event date
    Petition for Discretionary Funding (for $500 or less)
    Petitioning for funds from ASG for an event
    At any time throughout the year
    Petition for Discretionary Funding (for more than $500) Petitioning for funds from ASG for an event
    September 28, 2011, 5:00pm (for fall events); October 26, 2011, 5:00pm (for winter events); February 15, 2012, 5:00pm (for spring events)
    Petty Cash Advance Request Form
    Withdrawing cash to pay for event-related expenses
    Available on a first-come, first-served basis depending on the availability of cash; must be reconciled within 24 hours of withdrawal
    W-9 IRS Form
    Entering a new individual or company that needs to be paid (payee) into the Accounts Payable system
    Needs to be submitted with all other payment forms and Engagement Agreements (contracts) for the individual or company that needs to be paid (payee)
  • iconRegistration

    Note: If you cannot click on the name of a form to download it, then it means you can only access the form by picking up a hard copy at the Locatelli Activity Center.

    Form or Task Description
    Deadline
    Registration of new student organization
    Registering online via OrgSync
    Wednesday of Week 2, Quarterly, 5:00pm; Wednesday of Week 8, Spring Quarter, 5:00pm
    Renewal of existing student organization
    Renewing online via OrgSync
    Wednesday of Week 8, Spring Quarter, 5:00pm
 
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