ORGANIZATION AUTHORIZATION & 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 & Promotional Item Approval Request Form (PDF) - Used to approve any apparel item (T-shirt, etc.) or other promotional item (cups, Frisbees, etc.) before it goes to print.

Collaboration (Co-Sponsoring) Form (PDF) - Used to document and track collaborative efforts on events or programs with other groups, student organizations, departments, or entities.

Driver Certification Request Form (PDF) - 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.

Event Evaluation/Summary Form (PDF) - Used to give feedback about the successes and challenges of an event following its conclusion, to be submitted to the OSA.

Facilities Request Form (XLS) - Used to request and seek approval to reserve a facility on campus, including classrooms, conference rooms, the Underground, athletic facilities, and auditoriums. This must be returned to the Office of Facilities Scheduling in AD24.

Fundraising Approval Request Form (PDF) - 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 (PDF) - 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.

OSA Publicity Request Form (PDF) - Used to approve special publicity requests, including atrium windows, sidewalk chalking, floor publicity, table tents, mailbox stuffers, outdoor staking/signs, or special demonstrations/presentations.

Service Evaluation/Summary Form (PDF) - Used to give feedback about the successes and challenges of a service project or event following its conclusion, to be submitted to the OSA.

Social Event Planning & Notification Form (PDF) - 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.

Solicitation Approval Request Form (PDF) - Used to approve requests for organizations to seek funding and/or monetary donations from external sources. This form must be completed fully and truthfully, and submitted to the Office of Student Activities along with a list of every individual or entity the organization intends to solicit.

Student Policies regarding the use of University Retreat Facilities (PDF) - 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.

SUPB Sound System Request Form (PDF) - Used to request and reserve the SUPB-owned sound system, only for official University activities and student organization-sponsored events. The requestor must have read and understood the Sound System Use Policies & Procedures and be familiar with the equipment before operation.

Van Fleet Request Form (PDF) - 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.