Student Activities
Bush Campus Center, Rm. 107 · (570) 327-4763
Forms
Unless otherwise notes, the following forms can be picked up at the Student Activities Office. Those marked "(PDF)" are also available online by clicking on the link provided.
- On-campus Event Approval
- Request for Personal Appearance Contract
- Off-campus Student Organization Travel Approval
- Motorpool Requisition
- Community Service/College Service Approval
- Fundraiser/Solicitation Approval
- Payment & Deposit Voucher
- Poster Approval Request
- Special Project Approval Request
An On-campus Event Approval Form should be completed for every on-campus event that a student organization plans. Submit the completed form to Student Activities at least two weeks prior to the event. An adviser’s signature is required. Once approved, the form will be used to generate General Services work orders and media requests.
For events where a speaker or performer will be involved, a Request for Personal Appearance Contract (PDF) must also be submitted.
[More on event approval forms]
Request for Personal Appearance Contract
Student Organizations should complete a Request for Personal Appearance Contract (PDF) for any event at which a speaker, performer, etc. will provide some kind of service, even if no fee is being paid to the individual. Student Activities staff is available to assist in the completion of the contract and to help secure all required tax information and College authorization. Submit the completed contract to Student Activities at least two weeks prior to the event.
Off-campus Student Organization Travel Approval Form
An Off-Campus Student Organization Travel Approval Form should be completed
when a student organization is planning any travel off campus regardless of the
distance of the destination. The completed form must be submitted to Student
Activities at least two weeks prior to the trip and must be accompanied by a
list of trip participants. An adviser’s signature is required.
For non-local travel, a trip-specific waiver will be generated for each
participant to complete. Waiver forms must be submitted to the Student
Activities three days prior to the trip, unless other arrangements are made with
the Director of Student Life.
If a student organization plans to use a College vehicle for travel, a Motorpool
Requisition Form should also be submitted.
[More on travel-related issues]
A Motorpool Requisition Form should be completed any time a student organization plans off-campus travel and would like to use a College Vehicle. Student Activities staff is available to assist in the completion and processing of these forms. Completed forms should be submitted to the Secretary to the Director of Student Life (Rm. CC 107) as early as possible due to the limited number of College vehicles.
Community Service/College Service Approval Form
A Community Service/College Service Approval Form should be completed for every community or college service activity that a student organization plans. Submit the completed form to Student Activities at least two weeks prior to the event. An adviser’s signature is required.
For service projects that will take place off campus, an Off-Campus Student Organization Travel Approval Form must also be submitted.
Fundraiser/Solicitation Approval Form
A Fundraiser / Solicitation Approval Form should be completed for all fundraising and solicitation activities planned by a student organization. Submit the completed form to Student Activities at least two weeks prior to the activity. An adviser’s signature is required.
For fundraising events, once approved, the form will be used to generate General Services work orders and media requests. Approved activities will be listed on the Stall Wall Weekly and the Student Activities PCToday calendar.
For solicitation activities, a list of donors to be solicited and the items sought must be submitted with the form. Upon approval by the Institutional Advancement Office, student organizations will be given a letter authorizing them to solicit donations on behalf of Penn College. Student organizations will be required to obtain a receipt for each donation received and submit the receipts in to the Student Activities Office at the completion of the solicitation activity. Student organizations are required to send a thank you letter to each of their donors.
Fundraiser / Solicitation Approval Forms can be obtained in the Student Activities Office, CC 107.
Please read the College’s policy on Fundraising/Soliciting on Campus.
Student Organizations should complete a Payment Voucher when requesting funds from their Budget or Club Accounts. An adviser’s signature is required. Completed Payment Vouchers should be submitted to the Student Life Fiscal Assistant (Rm, CC 126) at least two weeks prior to the date the funds are needed to ensure timely payment.
Student Organizations should complete a Deposit Voucher whenever they have money to be deposited into their Club Account. A Deposit Voucher should be submitted at the same time funds are turned in to the Student Life Fiscal Assistant.
Payment and Deposit Vouchers can be obtained in the Student Life Fiscal Assistant’s office, Rm. CC 126.
[More on organization funding and Budget/Club Accounts]
A: Student Organizations should complete a Poster Approval Request Form (PDF) for each request to hang a flyer, poster, etc. on Student Activities’ bulletin boards. Completed Poster Approval Request Forms should be turned in to the secretary to the Director of Student Life (Rm. CC 107) far enough in advance to allot time for photocopying (at least three days). When planning, also consider that poster runs are done only on Mondays and Wednesdays.
Once approved, the form can be used to generate photocopying orders and to hang flyers, posters, etc.
[More on Student Activities Bulletin Boards]
Special Project Approval Request
Student Organizations should complete a Special Project Approval Request Form (PDF) for each special printing request beyond copying and hanging of flyers and posters. Examples include, but are not limited to, business cards, brochures, and a high volume of flyers (more than 50).
Submit the completed form to the secretary to the Director of Student Life (Rm. CC 107) at least three days in advance to allow for photocopying. Once approved, the form can be used to generate photocopying orders.