A.S. Forms & Documents

• A.S. Constitution (revised 4/5/2024) and Bylaws (revised 5/19/2022)
• A.S. Fiscal Policy 18th 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. Travel Checklist
  • Instructions and list of travel forms for A.S. & Clubs only.

Steps to Complete a A.S. Leadership Application (Review before applying)

1. 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
2. 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
3. Complete the A.S. Leadership Application and attach all supporting documentation

A.S. Leadership Application

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.

All proposals must include the following:

1. A completed Proposal Signature form – Department Proposals are not required to complete this step.
2. Supporting Documents for your Request (see below)

Event/Activity/Purchase proposals may also include:

1. If the event includes more than one day or location, Upload the Multi-Logistics form
2. If your event is being co-sponsored: Upload the Co-sponsorship form
3. If your event requires set-up. Upload a layout of your event
4. For contractors and services: Upload the Contract Packet
5. For any fundraising or donation collection: Upload the Collection of Funds Form

Field Trip proposals:

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.

1. Individual Form or Day Trip Form
2. Signature Sheet
3. Advisor's Field Trip Responsibility Form
4. 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. 

A.S. Proposal Form

• • (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.

• Layout Diagrams

  • Organic Learning Garden
  • Quad (North and South)

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:

• A.S. Pre-Filled LA County Health Dept. Form
• LA County Health Code Manual

There are two methods on accessing A.S. funding once you have recieved approval.

1. 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.
2. 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. 

SPRING 2025 A.S. Proposal and Paperwork DEADLINES*:

• SPRING 2025 Proposal Deadline:  by 2:00 p.m. on Wednesday, May 7, 2025.
• SPRING 2025 last day for A.S./Club events:  Sunday, June 1, 2025.
• SPRING 2025 Check Request Deadline:  by 4:30 p.m. on Monday, June 2, 2025.
• SPRING 2025 paperwork by A.S. / Depts. will be accepted in mid-February  2025.
• Clubs will need to be installed for SPRING 2025 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 

 

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. 

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

Field Trip Deadline Note:

• See the new A.S. Travel Checklist, for detailed information and instructions, listed after the below statements.
• 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 Checklist:

• A.S. Travel Checklist: 
  • use this form to make sure you have completed the correct forms, in a timely manner.

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.
• 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.
  • 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.

Inter-Club-Council (ICC) Webpage: 

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

• CA Policy on Raffles, etc.
• IRS W-9 Tax Form
• L.A. County Health Code Manual