A.S. Forms & 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.
- How to sign PDFs - very helpful link

FALL 2023 A.S. Proposal and Paperwork DEADLINES*:

FALL 2023 Proposal Deadline: Wednesday, 11/15/2023.
FALL 2023 last day for A.S./Club events: Sunday, 12/3/2023.
FALL 2023 Check Request Deadline: Monday, 12/11/2023.
FALL 2023 paperwork by A.S. / Depts. will be accepted in mid-August 2023.
Clubs will need to be installed for FALL 2023 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.edu

Collapse

A.S. POLICY and FLYERS

A.S. Constitution and Bylaws (revised Spring 2022)
A.S. Fiscal Policy 15th Edition
A.S. Leadership Opportunities
A.S. Flyer: FERPA Instructions for A.S. Applications.
- Make sure you select the Student FERPA Quiz.
A.S. Resolution Template

A.S. LEADERSHIP APPLICATIONS (A.S. Commissioner and Committee Rep)

Fall 2023 A.S. Leadership Applications will be accepted from 8/23/23 through 11/3/23.

**Read before applyingA.S. Leadership Opportunities

A.S. Commissioner Application (also see #3 below, you will need to complete the Student FERPA quiz)
A.S. Representative Application (also see #3 below, you will need to complete the Student FERPA quiz)
A.S. Flyer: FERPA Instructions for A.S. Applications. Make sure you select the Student FERPA Quiz.

A.S. PROPOSALS & SUPPLEMENTARY FORMS

How to sign PDFs Electronically- very helpful link: https://www.howtogeek.com/164668/how-to-electronically-sign-documents-without-printing-and-scanning-them/

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.
A.S. Proposal Link Proposals are due every Wednesday by 2:00 p.m. (Last Date to submit Fall 2023 Proposals is: 11/15/23 by 2pm).
Proposal Signature Page - Complete this form, obtain Signatures, and upload to your proposal.
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.

A.S. REQUEST FORMS

FALL 2023 DEADLINES (subject to change):

FALL 2023 Proposal Deadline: Wednesday, 11/15/2023.
FALL 2023 last day for A.S./Club events: Sunday, 12/3/2023.
FALL 2023 Check Request Deadline: Monday, 12/11/2023.
FALL 2023 paperwork by A.S. / Depts. will be accepted in mid-August 2023.
Clubs will need to be installed for FALL 2023 before they can submit A.S. paperwork.

How to sign PDFs Electronically- very helpful link: https://www.howtogeek.com/164668/how-to-electronically-sign-documents-without-printing-and-scanning-them/

A.S. Paperwork Manual - instructions for Check Request found in this manual, besides the instructions on the form itself.
NEW A.S. CHECK REQUEST FORMS, There are now two (2) forms, select the applicable form:
- A.S. Purchase Request Form: To make a Payment to a vendor, contractor, or an SMC department. (do not use this form to pay an SMC student or staff)
- A.S. Reimbursement for SMC Employees/Students Form: Includes student stipends. Do not use this form to pay vendors or contractors.
- Note: Last Date to submit Fall 2023 Check Requests is: 12/11/23 by 5pm.
- Note: Last Date to submit Spring 2024 Check Requests is: 6/3/24 by 5pm.
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.

A.S. FIELD TRIP FORMS

ATTENTION SMC Departments and Programs, Please contact the SMC Risk Management Dept. for your class or program field trip forms.

For Clubs & A.S. Directors:

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 Individual Form - Each Club Member or A.S. Director must complete this form for the following reasons:
- overnight trips (all students) or
- students under 18 yrs. old, attending any day or night trip.
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. HEALTH FORM for ICC Clubs & A.S. Directors

ATTENTION SMC Departments & Programs, please contact the SMC Procurement Dept. for Serving Food at Your Event.

For Clubs & A.S. Directors:

ATTACH a layout diagram of your event, showing where the food canopy and other equipment will be located.
You may draw your own diagram if it is not listed below:

INTER-CLUB COUNCIL CLUB FORMS

Inter-Club-Council (ICC) Webpage:

Club Pages (club list)
Club Registrations
Club Orientation Manual
How to start a Club
Your ICC Officers