Office of Student Activities

Forms

If you have a question about one or more of these forms, please stop by the Student Activities Office or contact us at 512-863-1345.

STUDENT ORGANIZATION BASICS

Signature Card

This form is required of all active organizations and lists current officers and advisor.

Office/Cabinet Application

This form is used by student organizations to request an office of a cabinet in the Student Activities suite.  Office application are only taken at the end of the academic year.  Cabinet applications can be submitted at any time if there is space available.

Room Reservation Instruction Form

This is an instructional form that offers step-by-step guidance when reserving university spaces for student organization events using the university’s online scheduling system. Student Organizations may designate 2 people to reserve spaces for their organization.  These members must attend a training session in order to be added to this list.

Pre and Post Fundraising Forms

Form must be returned to the Office of Student Activities two weeks prior to the event. Within two weeks after the event, please submit all receipts and final budget showing expenses and profit paid to the charity, attendance, and evaluation of the event.

 

  

EVENT PROMOTION

Napkin Dispenser Insert & Table Tent Request Form

This form is used to request Napkin Dispenser Inserts and Table Tents in the commons and the Cove. Requests must be submitted at least 5 days prior to the display date. See more information about displaying Napkin Dispenser Inserts and Table Tents by clicking into this form.

Catwalk Banner Request Form

This form is used to request Catwalk Banners to be made and hung from the third floor catwalks in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis.

Concourse Banner Request Form

This form is used to request Concourse Banners to be made and hung in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis.

Event Calendaring Form

This form is used to add an event to the Student Organization Calendar in the Commons, the take away calendars, the chalkboard in The Cove, and the kiosk calendars.  Events must be submitted no later than the last day of the month prior to your event.

 

EVENT OR TRAVEL PLANNING

Risk Management Event Plan Guide

This pre-event guide is designed as a tool to help plan, organize and hold a successful event while minimizing organizational risk.

Guidelines for Serving Alcohol

This page provides guidelines for student organizations to follow when planning an event where alcohol will be served on campus.  Also, see the Alcohol Event Request Form, which appears immediately below.

Alcohol Event Request Form

This request form is submitted at least 5 days prior to a student organization event. A meeting with the Director of Student Activities is required along with the submission of this form before permission to serve alcoholic beverages at an organization’s event will be granted.

Student Travel Checklist

This form is to be utilized for all University sponsored/funded trips. The form is due at least 5 business days prior to departure.

 

OPPORTUNITIES TO REQUEST FUNDING

Application for Student Organization Emergency Funds

This form is used to request funds for a specific event/project that was not included in the organization’s current budget allocation.

Application for a McMichael Grant

This form is used to request funds for a project that will enrich Student Life at Southwestern University. Applicants may be individual students, a group of students or a student organization. A faculty/staff sponsor for the exprience is required.

Community Chest Funding Application

The purpose of the Community Chest Fund is to provide opportunities for registered student organizations at Southwestern University to offer campus-wide programs. The Community Chest encourages SU students to “think big” by supporting programs that cannot be executed with the money available from the fees and allocation process alone. This fund is intended to support events that are engaging, entertaining, interactive and inclusive.

Community Chest Fund: Post-Event Evaluation

A post event evaluation form must be submitted within 30 days following any Community Chest Funded event.