Organization Authorization and Request Forms

The following is a list and brief explanation of several forms applicable to authorizations and requests. Some of these forms are available only in duplicate and therefore are available outside the Office of Student Activities, located in Suite 201 of the Lombardo Student Center (above the bookstore).

Apparel and Promotional Item Approval Request Form – If an organization is going to purchase apparel (i.e. t-shirts) or other promotional items (i.e. cups, frisbees, etc.), it is critical that the group seek approval from the OSA before going to print. The student organzation needs to make sure that the design of any item that will promote the organization and/or its event(s) accurately depicts the mission of the organization and the University. To begin this process, complete this form, attach the proposed design, and submit it.

Collaboration Form – This form is used to document and track collaborative efforts on events or programs with other groups, student organizations, departments, or entities.

Contract Agreement – This form is used to enter into a contact agreement with a vendor or performer that does not have an agency contract. Student organizations leaders can complete this contract with information from the artist, and then submit it to Lisa Ramsey in the Office of Student Activities to sign. A contract is also needed in order to complete Check Requests with the Accounts Payable department.

Digital Signage Graphic Request – This form is used to request for an event to be promoted on the large television screen in the atrium. This form is received, approved and facilitated by the Integrated Marketing Department and needs to be submitted at least 7 days before the desired shown date.

Driver Certification Form – This form is used to begin the van fleet certification process. This form must be submitted to the OSA along with a copy of the driver’s license, motor vehicle record, and minimal required certification fee.

Request for Facility Use – This form is used to request and seek approval to reserve a facility on campus, including classrooms, conference rooms, the Underground, athletic facilities, and auditorium.  Organizations can view facility availability by checking the R25 calendar. Click on locations on the top left hand corner of the page and scroll to the date you need. The locations are on the right hand column.

Fundraising Form – This form is used to seek approval for an organization’s fundraiser or fundraising event to make sure it is line with University fundraising, gambling, and solicitation policies as well as to coordinate the timing of potentially similar fundraisers.

Hotel Policy Form – This form is used to inform and approve an organization’s function to be held in any part of a hotel property. This form must be completed in its entirety and submitted to the OSA at least 14 days in advance of the event.

Officer Change Form – This is the form that students need to complete if there is a any change in officer and/or leadership in the organization during the year except for at normal transition time (August and December/January).

Publicity Request Form – This form is used to approve special publicity requests, including atrium windows, sidewalk chalking, floor publicity, napkin holders, mailbox stuffers, outdoor staking/signs, or special demonstrations/presentations.

Social Event Planning and Notification Form – This form is used to inform and approve an organization’s social function that involves alcohol. This form must be completed in its entirety and submitted to the OSA at least 14 days in advance of the event.

Retreat Facility Policies – Documents used to inform student organizations of the policies in place for the reservation of the University’s two retreat facilities, Thornacres and Carrollodge. This also includes a reservation form and advisor responsibility form. Reservations are managed through the Office of the Vice President for Student Affairs, located in Suite 03 of the Lombardo Student Center.

Van Request Form – This form is used for certified drivers to request a University-owned van that is managed through the OSA. Be sure to review the Van Fleet Policies & Procedures for further information and instructions when operating vehicles in the van fleet.