Welcome to the Office of Student Activities & Resource Center (OSARC) and Graduate Student Life (GSL) student club resource page. Below you will find downloadable versions of forms you will need for your organization. If you have additional questions on club policy make sure to check out the 2012-2013 Student Organization Handbook (pdf), or if you are an undergraduate club and want to know the Student Council Finance Committee processes (pdf).
Important to keep in mind: All paperwork must be turned in at least 3 weeks out of your proposed program. That means that your club should be starting to plan at least 4 weeks out from the event date.
The three most common forms, these should be turned in together when planning for an event or program:
This form must be filled out for each event or meeting held or tabling done by your organization. It should be submitted at least three weeks before the program.
If your club or organization has a Traditional Event or is collaborating with another club so that you have a projected attendance over 75, you may request Regna Lounge. Please print, complete and submit this form to the Office of Student Activities and Resource Center at least three (3) weeks in advance of your event.
2. Student Club Funding Request Form (doc)
This form should be submitted by undergraduate clubs to request funding through Student Council. For more information about how to request funding from Student Council, please click here. If you are a graduate student club, contact Graduate Student Life directly.
3. Catering Request Form (pdf)
If your event or activity requires catering, once your club has recieved approval on the Program Registration form, fill out this to be signed by the OSARC/GSL and then submit to Lackmann.
Once your event has completed make sure to fill out the Post Event Assessment Form (link).
Once you have confirmed your club's space, funding, and catering utilize the rest of these forms:
Reimbursements, Payments, and Fundraisers
Payment Request Form (pdf)
Fill out this form, attach original reciepts and sumbit to LC 223 to get reimbursed for any expenses obtained by your organizations and covered by the organization's approved funding or additional budget. If you are reimbursing a student or paying an organization or individual that has never been paid before, you must print out and fill out a W9 form and include this with the Payment Request Form.
Collection of Funds Form (pdf)
This form should be submitted to deposit any donations or funds raised on behalf of your organization to your account.
Fundraising Request Form (pdf)
If your organization wishes to conduct a fundraiser (either on campus or off campus), please complete and submit this form to OSARC at least three (3) weeks prior to the planned event.
Marketing and Promotion
Make sure to pick up this form from the PrintShop located in JB. Get a quote and then bring back to the OSARC/GSL for approval.
Advertising Request Form (pdf)
Clubs & Organizations who have recieved OSARC/GSL approval of their event and have recieved a space confirmation can submit advertising requests for flyers/posters, digital board postings, and the poly.edu event calendar. Note: send digital poster content in .jpg or .png extension, pixels dimensions 1920 X 1080 . Please submit this completed form to LC 223 or email@example.com.
Banner Request Form (pdf)
Your club may request one (1) banner to be made for your club/organization sponsored by Student Council. Please submit this form for processing and allow a minimum of two weeks turnaround time.
Student Club Travel
Travel Waiver Form (pdf)
This document is required for any students taking club-related travel outside of the five boroughs of NYC. Travel plans must be reported to the OSARC at least three weeks in advance of the trip and a club Advisor must be present during the duration of the trip.
Locker Request Form (pdf)
Your club/organization may request a (1) locker for storage located on the 8th floor of Rogers Hall. Please fill out and submit this form during the locker rental dates (first four weeks of the Fall and Spring semesters) to secure a full lenth locker from Student Council.
Utilize this resource when transitioning new club leaders into their positions. Includes exit and entrance surveys, forms 101, and event planning resources.
Post Event Assessment Form (link)
Please use this link above to enter your Eboard information for the 2013-2014 school year.
All clubs who submit by the deadline will not only be able to continue being active but will also be eligible for the following perks:
Deadline is Tuesday, 5/21st.
Start a New Organization
Please read through the Student Organization Handbook (above) and submit completed Club Registration Packet to the Office of Student Activities & Resource Center. A meeting will be set up within two weeks of submission with the coordinator of Student Activities and a Student Council member for official recognition.
Please submit your new club application materials by Friday, October 25th (5:00pm) to be considered for Fall 2013 recognition. If submitted after 10/25/2013, your organization will not be able to become recognized until Spring 2014.
If you apply during the Fall of 2013, you will be eligible for the Spring 2014 Club Fest. If you register your club in the Spring, you will be eligible for the Club Fest the following Fall.
For help or questions about Student Clubs and Organizations, please contact Stephanie Jackson, Coordinator of Student Activities. For graduate student clubs and organizations, please contact Kristen Assaiante.