Forms

 

 

Pre-Event Planning Form

The Pre-Event Planning Form should be submitted at least ten (10) business days in advance of your event.  This form is required when you are seeking resources from the university, and strongly suggested for events involving travel, retreats, or large events open to the public.  It is also suggested for any event outside the scope of your experience.  This form can be accessed and submitted through your organization's profile on StuAct Online, or at http://studentactivities.tamu.edu/online/forms/preeventplanning/index.

 

Concessions Permit Request Form

Concessions permits are required if you plan to sell or distribute any items (apparel, food, tickets, etc.) on the Texas A&M University open campus.  The permit request form must be received at least forty-eight (48) hours in advance of your event, and can be downloaded at http://studentactivities.tamu.edu/concessions

 

Waiver Form

Waiver forms are required for events involving minors and events involving travel more than 25 miles away from the university, and strongly suggested for events involving physical or high risk activity.  The Department of Student Activities and the General Counsel of the university have developed a standard waiver form that you may adapt for your activities, which can be accessed at http://studentactivities.tamu.edu/files/riskrelease.pdf. You should retain copies of waiver forms for at least three (3) years following your event, and we encourage you to bring copies of participants' waiver forms during your activity in case you need their emergency medical information.

 

Travel Information Form

If your organization is traveling 25 miles or more away from the university, you must submit information about your trip.  This form can be submitted electronically at http://studentactivities.tamu.edu/online/forms/cirt and must be received at least 48 hours in advance of your trip.

 

Study Abroad Online Application

If your organization is traveling internationally, you must submit the Study Abroad Online Application, available through http://studyabroad.tamu.edu/application.asp.

 

Incident Report Form

Incident Report Forms should be filled out within 48 hours of any incident involving an injury or affecting the health or safety of a participant in your program or event.  This form, along with any witness statements, should be delivered to the Director of the Department of Student Activities.  It is available at http://studentactivities.tamu.edu/files/IncidentReportForm.pdf.

 

Camps Application and Forms

The camps forms and online application are all available by links at http://studentactivities.tamu.edu/camps/forms.  The camps application will be submitted online to the Department of Student Activities.  Supplemental forms include the Background Screening Information, Background Check Form, Medical Letter, and Waiver.

 

SOFC Banking Forms

All standard banking forms for the Student Organization Finance Center are available through http://studentactivities.tamu.edu/sofc/forms.  The forms linked on this page include: 

  • Approval to Charge 
  • Travel
  • On-Campus Approval to Charge 
  • Cash Advance 
  • Check Request 
  • Direct Deposit
  • Reconciliation Guide
  • Electronic Bank Transfer 
  • Fiscal Transfer 
  • SOFC Ledger
  • SS-4 Instructions
  • W9 Form 
  • Signature Request

 

Funding Requests

The application form for Student Organization Funding is available at http://studentactivities.tamu.edu/files/sactfunding.pdf

The application form for Risk Initiative Funding is available at http://studentactivities.tamu.edu/files/OSF009_0.pdf

Descriptions of eligibility for these funds are provided in the "Finances" section of this manual and in detail on the SOFC area of the Student Activities web site.

 

Sandwich Board Permit Request Form

The request for permission to host a sandwich board display is available at http://studentactivities.tamu.edu/files/oap8.pdf.  This form must be submitted at least one week prior to the first day of advertising.

 

Room Reservation Form

To reserve a meeting room in the Department of Student Activities in the Koldus building, please complete the form available at http://studentactivities.tamu.edu/files/RoomReservationFormDynamic.pdf and submit it to the office associates in Student Activities.

 

Application Form for Office, Cubicle, or Storage Space

To apply for office, cubicle, or storage space in the Department of Student Activities, please complete the form available at this location and submit it to the office associates in Student Activities.