200 Student Activities
201 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.
202 Submitting Requests
202.1 Step 1: Timeline for Review Non-funded activity requests must allow a minimum of two( 2) weeks from the time of submission to the SGA for the review and approval process. It is strongly recommended that for scheduled events, the window be extended to three( 3) weeks to allow time for adequate planning and paperwork corrections / changes. This timeframe does not account for advertising and / or event preparations.
Funded activities must allow a minimum of four( 4) weeks from the time of submission to the SGA for the review and approval process. It is strongly recommended that for scheduled events, the window be extended to five( 5) weeks to allow time for adequate planning and paperwork corrections / changes. While tentative planning efforts may occur while awaiting full approval, no purchasing or commitments of the College may take place. This timeframe does not account for advertising and / or event preparations.
Please review Student Travel( Section 300) for any requests involving travel, and Fundraising( Section 400) for any requests involving fundraising.
202.2 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 from the Club President and Club Sponsor 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
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