While preliminary planning efforts may occur during the review process, no purchases may be made, contracts executed, or commitments made on behalf of the College until all required approvals have been obtained.
Please note that this timeline does not include time needed for event marketing, advertising, vendor coordination, or other event preparation activities. Organizations are encouraged to submit requests as early as possible to ensure adequate time for approval and successful event execution.
Please review Student Travel( Section 300) for any requests involving travel, and Fundraising( Section 400) for any requests involving fundraising.
201.2 Step 2: Prepare Documentation
BEFORE SUBMITTING ANY REQUESTS: Please carefully review all of the guidelines under Planning Activities( Section 203) and Marketing Activities( Section 204), and utilize that information when preparing request documentation.
The documents listed below must be completed and submitted to the Student Life Coordinator within the appropriate timeline. Items listed in Bold Italics are official EFSC forms. They may be accessed on the EFSC website unless otherwise noted( see Appendix B).
• Student Activities Request
• Supporting documentation( budgets, itemized lists, prizes, etc.)
Individuals or groups of students may sign the Student Activities Request as the Student Representative and must organize an activity sponsor with the Student Life Coordinator. Clubs must receive approval from the club, with discussion and votes recorded in meeting minutes, and have signatures C from the Club President, Club Sponsor, and Sponsor’ s direct supervisor before submission.
Clubs and student groups may use agency funds to partially or fully fund student activities. This distinction should be made on the Student Activities Request. If clubs or groups are requesting funds from SGA when they already have funds in an agency account, a budget breakdown may be requested explaining the intended allocation of those funds.
Documents must be submitted one( 1) week prior to the appropriate SGA meeting in order to be placed on the agenda.
201.3 Step 3: Present to SGA Once completed paperwork is submitted to the Student Life Coordinator, the activity request will be placed on the appropriate SGA agenda( North End for Titusville and Cocoa-based clubs and South End for Melbourne and Palm Bay-based clubs)
At least one( 1) student or club representative is required to be present at the meeting to briefly describe the activity and answer questions as needed. The voting members have the right to ask for more information or for a revised request prior to conducting an official vote. If a representative is not present due to an unexcused absence, the activity may not be discussed for a vote. See the Student Government Association Constitution & Bylaws( Appendix A) for information about SGA meetings.
If an activity is not approved by the SGA E-Board and / or Student Life Coordinator, the decision may be 12