Every A.S. & ICC form, explained

The proposal itself: event, purchase or field trip, budget, funding source and uploads.

When: Every club activity or purchase, funded or not.

Due Wednesdays by 2 p.m. At least 3 weeks before events; 5+ weeks if you need money in advance. Last Fall 2026 proposal: Nov 11.

Smartsheet cannot save drafts. Gather quotes and attachments first, then submit in one sitting.

Adobe Sign routing: the submitter, two more club officers and the advisor sign.

When: Every club or A.S. director proposal (departments are exempt).

The forms page links two different Adobe widgets for this form. Confirm with OSL which one is current.

Pay a vendor or contractor, or transfer funds to an SMC department, after Board approval.

When: After the A.S. Board approves your proposal.

Allow up to 20 business days. Last Fall 2026 check request: Dec 7.

Attach the Board minutes page with your proposal highlighted, plus an invoice and a W-9 signed this year for vendors.

Reimburse approved out-of-pocket purchases or pay student stipends.

When: Only for expenses the Board already approved. Not for vendors.

If the check is for you, you may not also sign as the student officer or advisor.

How to track and report what your club has spent from its ICC allotment.

When: Charter clubs using allotment funds.

How your club's own fundraised money is held and withdrawn through the Auxiliary Office.

When: Any club holding fundraiser or donation money.

Lists equipment bought with A.S. funds so it is tracked as A.S. property.

When: Proposals that buy equipment.

Records what each club or department contributes to a shared event.

When: Events run jointly with another club or department.

Registers a new club (or re-registers an existing one) for the academic year.

When: Starting a club, and every club at the start of each academic year.

Due the Wednesday about a week before the ICC meeting where you want to be installed. Fall 2026: 9/2, 9/16, 9/30, 10/14, 10/28, 11/11.

The handbook says 4 p.m.; the ICC web pages say 2 p.m. Submit by 2 p.m. to be safe.

Officer and advisor signatures uploaded with the registration form.

When: With every registration, and with officer changes.

Template for your club's constitution: name, purpose, membership, officers, meetings.

When: Starting a club.

Student-privacy training that the club President and ICC Delegate must complete.

When: Before registration, and when a new President or Delegate takes office.

Keeps a club installed in Fall active for Spring of the same academic year.

When: Spring only, for clubs installed the previous Fall.

By week 3 of Spring.

Change officers, advisors, meeting time or room, or other club information.

When: Any time your club's details change.

Officer changes need meeting minutes, FERPA results and a new Signatures Page.

Blank template for recording club meeting decisions.

When: Officer changes, special-account withdrawals and spending votes.

How clubs reserve rooms for meetings and events.

When: Before booking a meeting or event space.

Event details: dates, locations, equipment, food, contracts, giveaways, VIPs, parking.

When: Events that run more than one day or use more than one location.

Template to sketch tables, tents and equipment on the Quad.

When: Quad events with set-up or equipment.

Template to sketch set-up in the Organic Learning Garden.

When: Garden events with set-up or equipment.

Caterers and restaurants clubs may buy food from with A.S. funds.

When: Any event serving food.

List dated Dec 2019. Confirm vendors are still approved.

Temporary food facility application for events serving food.

When: Only if OSL directs you to submit it.

30 days before the event when required.

The Multi-Logistics form says it is always required; the website says only if OSL directs. Ask OSL.

Approval to collect money at a fundraiser; get a register drawer from the Auxiliary Office.

When: Any fundraiser. Approved before you collect anything.

Raffles are not allowed. Free drawings must follow state rules.

State rules on what counts as a raffle versus an allowed free drawing.

When: Before planning any prize drawing.

Agreement for paid speakers, performers or contractors, plus a W-9.

When: Hiring a speaker, performer or contractor.

Start with OSL at least 6 weeks before the event.

Valid only after the Dean of Education Enterprise signs. Clubs may not sign contracts.

Taxpayer information from vendors and contractors being paid.

When: Paying a vendor or contractor. Must be signed this calendar year.

Works out your trip's deadlines and everything you need to book.

When: Planning any field trip or conference travel.

Funded trips: 5+ weeks ahead. Lodging or airfare: 10 weeks ahead.

Lists every student and advisor going on the trip.

When: Every club trip.

Contains other students' information. Share only with OSL and your advisor.

Waiver and signature sheet for same-day trips.

When: Day trips with no overnight stay and no students under 18.

Individual waiver and medical information; a parent signs for minors.

When: Every overnight traveler, and every student under 18 on any trip.

Release for a student who leaves a trip early.

When: Advisors carry at least two blank copies on every trip.

The governing rules for all A.S. and club money.

When: When in doubt about spending, it wins over the handbook.

The Office of Student Life's guide to running a club.

When: Current edition. The Create-a-Club page still links the 2023 edition.

OSL's step-by-step slides for installing a new club.

When: Starting a club.

OSL's walkthrough of the proposal and check-request process.

When: Before your first proposal.

ICC meeting dates and paperwork deadlines for the semester.

When: Planning installation and proposals.

ICC membership, attendance, probation and voting rules.

When: Questions about attendance and club standing.

How the A.S. Board, committees, elections and vacancies work.

When: Questions about A.S. governance or running for office.

District regulation on who can form a club and advisor requirements.

When: Questions about club eligibility.

SMC's own index of every A.S. form. Check here for the newest versions.

When: Any time.