Student Activities
109.4 Reimbursement The College strongly prefers that EFSC related transactions are made using a College Pcard or, if necessary, by utilizing the Check Request process. The reimbursement of personal funds used to pay for club related expenses is heavily discouraged and may only be done with prior approval from the Dean of Students.
Reimbursements from an agency account can only be made for approved purchases – receipts required. Reimbursements must be done with a Purchase Requisition for a Check Request.
Student Activities
200 Overview of Activities
Student Life and the activities addressed in this manual involve requests from SGA, campus clubs / organizations, and student individuals / groups. These activities are extracurricular in nature and must pose a benefit to the general student body. Students and clubs must follow the steps below and receive full authorization before marketing, purchasing, or conducting any activities.
Clubs and organizations will be referred to as“ clubs” hereafter since they adhere to the same guidelines.
201 Submitting Requests
201.1 Step 1: Timeline for Review
Non-funded activity requests must be submitted to the Student Life Coordinator at least one( 1) week prior to the scheduled SGA monthly meeting. This advance submission period allows time for any necessary corrections, revisions, or completion of required paperwork before the request is added to the SGA agenda or presented to SGA.
Clubs and Departments should also consider that additional administrative review and approval may be required following SGA approval. Therefore, event planning should account for the time needed for SGA consideration, administrative approvals, purchasing processes, and other logistical requirements. Please note that this timeline does not include time needed for event marketing, advertising, vendor coordination, or other event preparation activities. Clubs and Departments are encouraged to plan accordingly and submit requests as early as possible to ensure sufficient time for all approvals and preparations.
Funded activities must be submitted to the Student Life Coordinator at least one( 1) week prior to the scheduled SGA monthly meeting. This advance submission period allows time for any necessary corrections, revisions, or completion of required paperwork before the request is added to the SGA agenda or presented to SGA.
For events with a scheduled date, clubs and departments are strongly encouraged to allow a minimum of five( 5) weeks prior to event to accommodate approval process, planning needs, administrative review, and purchasing timelines.
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