A.S. Forms and Documents
Note: Forms are for SMC Departments and SMC Student Organizations use only in association with A.S. Funding.
- A.S. will be accepting proposals for remote/online, in person, and hybrid activities/purchases.
- Field Trip proposals will be considered on a limited basis.
- Check our Agendas & Minutes page for the meeting agendas in pdf format.
- Incomplete or illegible forms will be returned to you, and it may delay your requests.
- Submit completed forms to the Office of Student Life via the provided electronic forms below by the applicable deadline.
FALL 2024 A.S. Proposal and Paperwork DEADLINES*:
- FALL 2024 Proposal Deadline: Wednesday, November 13, 2024.
- FALL 2024 last day for A.S./Club events: Sunday, December 1, 2024.
- FALL 2024 Check Request Deadline: Monday, December 2, 2024.
- FALL 2024 paperwork by A.S. / Depts. will be accepted in mid-August 2024.
- Clubs will need to be installed for FALL 2024 before they can submit A.S. paperwork.
* Dates are subject to change. Any changes will be communicated at A.S. Board Meetings and Inter-Club Council meetings. Proposals and Forms submitted after the following deadlines will not be considered.
Any questions can be emailed to the Office of Student Life staff via osl@smc.eduA.S. will accept online applications during the first 12 weeks of the Fall & Spring Semesters.
Important Notes:
- Unsigned FERPA results will delay processing of your application
- The same application is used for both A.S. Representative and A.S. Commissioner positions
Steps to Complete a A.S. Leadership Application (Review before applying)
- Review the A.S. Leadership Opportunities and prioritize 3 you are most interested in
- You can select up to 3 A.S. Rep Opportunities and up to 3 A.S. Commissioner Opportunities
- Get your supporting documents
- Complete your Student FERPA Quiz and attach your FERPA Quiz results to the application signed and initialed*
- Important FERPA Tip: Make sure you take the Student Version and double check the email you submit. Your score and results will be emailed to you.
- Make sure you pay your A.S. Resource Fee
- Double check your eligibility
- Complete your Student FERPA Quiz and attach your FERPA Quiz results to the application signed and initialed*
- Complete the A.S. Leadership Application and attach all supporting documentation
FALL 2024 A.S. Proposal and Paperwork DEADLINES*:
- FALL 2024 Proposal Deadline: Wednesday, November 13, 2024.
- FALL 2024 last day for A.S./Club events: Sunday, December 1, 2024.
- FALL 2024 Check Request Deadline: Monday, December 2, 2024.
- FALL 2024 paperwork by A.S. / Depts. will be accepted in mid-August 2024.
- Clubs will need to be installed for FALL 2024 before they can submit A.S. paperwork.
* Dates are subject to change. Any changes will be communicated at A.S. Board Meetings and Inter-Club Council meetings. Proposals and Forms submitted after the following deadlines will not be considered.
A.S. Proposals are due every Wednesday by 2 PM.
- All eligible funding proposals submitted by the weekly deadline will be considered at the next Activities and Finance committee, information for the meetings can be found in A.S. Agendas and Minutes. Incomplete proposals missing documentation will result in a delay.
Questions:
- General questions can be sent to the Office of Student Life at osl@smc.edu
- A.S. Activities/Event questions can be sent to A.S. Director of Activities at as.activities@smc.edu
- A.S. Budget questions can be submitted to A.S. Director of Budget Management at as.budget.management@smc.edu
- ICC and Club questions can be submitted to icc.communications@smc.edu
** You must receive final approval of funds at an A.S. Board of Directors' meeting, before you can spend A.S. or Club Allotment funds. No exceptions.
Proposals submitted to the Associated Students (A.S.) for consideration should review the A.S. Fiscal Policy . Projects that seek A.S. funding should be designed to support the A.S. mission.
Important: Upload all completed forms associated with proposal. Incomplete proposals will delay reviews and decisions.
- A completed Proposal Signature form – Department Proposals are not required to complete this step.
- Supporting Documents for your Request (see below)
- If the event includes more than one day or location, Upload the Multi-Logistics form
- If your event is being co-sponsored: Upload the Co-sponsorship form
- If your event requires set-up. Upload a layout of your event
- For contractors and services: Upload the Contract Packet
- For any fundraising or donation collection: Upload the Collection of Funds Form
The following five (5) forms need to be submitted to the Office of Student Life in-person or via email at osl@smc.edu. Forms must be submitted according to travel guidelines outlined by the Office of Student Life upon receiving approval by Associated Students.
- Individual Form or Day Trip Form
- Signature Sheet
- Advisor's Field Trip Responsibility Form
- Field Trip Club Roster
Field Trip Deadline Note:
- A.S. Proposals for Field Trips (without funding) must be submitted a minimum of 3 weeks prior to the travel date.
- If funding is required, A.S. Proposals for Field Trips should be submitted a minimum of 5 weeks prior to the travel date.
- All travel forms must be submitted to the Office of Student Life 7-10 days prior to travel for verification and checks. Missing these deadlines may result in a trip being cancelled or denied.
Additional A.S. Forms can also be found below in the A.S. Supplemental Form section.
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- (Last Date to submit SPRING 2024 Proposals is: 5/8/24 by 2pm).
- Proposal Signature Page Link - Only for Clubs & A.S. Directors . Departments do not need to submit a signature page.
Helpful Resources
- A.S. Paperwork Manual includes deadlines, instructions and policies for the:
- A.S. Proposal,
- A.S. Check Request, &
- ICC Club Allotment Balance Sheet
- Read this manual before completing your proposal and check request.
- How to sign PDFs Electronically - very helpful link.
Supplemental Proposal Forms
- A.S. Co-Sponsorship Form - if co-sponsoring with another club or dept. Complete this form, obtain Signatures, and upload to your proposal.
- A.S. Multi-Logistic Form - more than one day events or more than one location event. Complete this form, obtain Signatures, and upload to your proposal.
- A.S. Inventory Form - if purchasing equipment (not supplies). Complete this form, obtain Signatures, and upload to your proposal.
- SMC Collection of Funds Form - if having a fundraiser at any SMC campus, you must obtain a register drawer. Complete this form, obtain Signatures, and upload to your proposal.
- SMC Approved Food Vendors - Only food vendors on this list can be used for your event.
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Layout Diagrams
A.S. Contract Packet- consists of two forms:
- A.S. Contract Form Note: contractor will need to complete and submit this form to the SMC Department (contact person) requesting their services.
- W-9 Tax Form (complete and submit Page #1, with current signature date). Note: contractor will need to complete and submit this form to the SMC Department (contact person) requesting their services.
Health Code Manual and Form for Events:
There are two methods on accessing A.S. funding once you have recieved approval.
- A.S. Check Request Form to have a check sent directly to a vendor/contractor you are working with or for a SMC department transfer. This process requires a minimum of 2 weeks to process.
- A.S. Payment to SMC Faculty/Staff/Student form to reimburse approved expenses. Itemized receipts and/or paid invoices are required as proof of purchase for reimbursements.
FALL 2024 A.S. Proposal and Paperwork DEADLINES*:
- FALL 2024 Proposal Deadline: Wednesday, November 13, 2024.
- FALL 2024 last day for A.S./Club events: Sunday, December 1, 2024.
- FALL 2024 Check Request Deadline: Monday, December 2, 2024.
- FALL 2024 paperwork by A.S. / Depts. will be accepted in mid-August 2024.
- Clubs will need to be installed for FALL 2024 before they can submit A.S. paperwork.
* Dates are subject to change. Any changes will be communicated at A.S. Board Meetings and Inter-Club Council meetings. Proposals and Forms submitted after the following deadlines will not be considered.
Deadline: Last Date to submit FALL 2024 Check Requests is: 12/2/24 by 5pm. Request forms submitted after this date will be delayed and may not be processed the next semester.
Important Resource
- A.S. Paperwork Manual - instructions for Check Request found in this manual, besides the instructions on the form itself.
Important** Only approved A.S. purchases will be processed. Anything purchased before approval is given by the A.S. board will not be funded.
1. A.S. Check Request (Payment to Vendor, Contractor, or Department Transfer)
Required documentation for Check Request:
- For Vendor Payment
- A.S. or Club Minutes (single page highlighting proposal)
- Invoice must include the following information: company name, contact info, sales rep., list of items to be purchased (price, quantity, applicable taxes, shipping & handling cost, and total amount)
- W9 Tax Form
- For Contractor
- A.S. or Club Minutes (single page highlighting proposal)
- A.S. Contract Form
- W9 Tax Form
- For SMC Department Transfer
- A.S. or Club Minutes (single page highlighting proposal)
- Invoice noting Department Transfer
* A.S. Contract and W9 form can be found in Supplemental Forms
2. A.S. Payment to SMC Faculty, Staff, and Student (Reimbursement)
A.S. Reimbursement/Payment to SMC Faculty, Staff, or Student
Required Documentation for AS Payment to SMC Faculty/Staff/Student:
- For SMC Student
- A.S. or Club Minutes (single page highlighting proposal)
- Itemized Receipts
- For SMC Faculty/Staff
- A.S. or Club Minutes (single page highlighting proposal)
- Itemized Receipts
- Authorized Signature (dependent on employee status, see section B of form)
Do not use this form to pay vendors or contractors.
ATTENTION SMC Departments and Programs, Please contact the SMC Risk Management Dept. for your class or program field trip forms.
Field Trip Deadline Note:
- A.S. Proposals for Field Trips (without funding) must be submitted a minimum of 3 weeks prior to the travel date.
- If funding is required, A.S. Proposals for Field Trips should be submitted a minimum of 5 weeks prior to the travel date.
- All travel forms must be submitted to the Office of Student Life 7-10 days prior to travel for verification and checks. Missing these deadlines may result in a trip being cancelled or denied.
Field Trip Forms:
- Single Day Trip:
- A.S. Field Trip Club Roster Form
- Required For ALL Club Field Trips
- A.S. Field Trip Day Trip Form
- Required for Club / A.S. Director Day Trips ONLY
- A.S. Field Trip Early Departure Form
- Each Club Member or A.S. Director must complete this form if they will be leaving before the field trip is over.
- A.S. Field Trip Club Roster Form
- Multi-Day or Overnight Trip:
- A.S. Field Trip Club Roster Form
- Required For ALL Club Field Trips
- A.S. Field Trip Individual Form
- Each Club Member or A.S. Director must complete this form for the following reasons:
- overnight trips (all students)
- students under 18 yrs. old, attending any day or night trip.
- Each Club Member or A.S. Director must complete this form for the following reasons:
- A.S. Field Trip Early Departure Form
- Each Club Member or A.S. Director must complete this form if they will be leaving before the field trip is over.
- A.S. Field Trip Club Roster Form
Inter-Club-Council (ICC) Webpage:
- Club Pages (club list)
- Club Registrations
- Club Orientation Manual
- How to start a Club
- Your ICC Officers