A.S. Forms & Documents
Note: Forms are for SMC Departments and SMC Student Organizations use only.
- Incomplete or illegible forms will be returned to you, and it may delay your requests.
- Submit completed forms to the Office of Student Life by email: OSL@SMC.EDU , by the applicable deadline.
- How to sign PDFs - very helpful link
- A.S. Constitution and Bylaws (revised Spring 2022)
- A.S. Fiscal Policy 15th Edition
- A.S. Leadership Opportunities
- A.S. Commissioner Application (also see #6 below, you will need to complete the Student FERPA quiz)
- Spring 2023 applications will be reviewed from 2/13/23 through 5/5/23.
- A.S. Representative Application (also see #6 below, you will need to complete the Student FERPA quiz)
- Spring 2023 applications will be reviewed from 2/13/23 through 5/5/23.
- A.S. Flyer: FERPA Instructions for A.S. Applications. Make sure you select the Student FERPA Quiz.
FALL 2022 DEADLINES:
- FALL 2022 Proposal Deadline: Wednesday, November 16, 2022.
- FALL 2022 last day for A.S./Club events: Sunday, December 4, 2022.
- FALL 2022 Check Request Deadline: Monday, December 12, 2022.
- FALL 2022 paperwork by A.S. / Depts. will be accepted in mid-August 2022.
- Clubs will need to be installed for FALL 2022 before they can submit A.S. paperwork.
SPRING 2023 DEADLINES:
- SPRING 2023 Proposal Deadline: Wednesday, May 10, 2023.
- SPRING 2023 last day for A.S./Club events: Tuesday, May 30, 2023.
- SPRING 2023 Check Request Deadline: Monday, June 5, 2023.
- SPRING 2023 paperwork by A.S. / Depts. will be accepted in mid-January 2023.
- Clubs will need to be installed for SPRING 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 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 Spring 2023 Proposals is: 5/10/23 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.
FALL 2022 DEADLINES:
- FALL 2022 Proposal Deadline: Wednesday, November 16, 2022.
- FALL 2022 last day for A.S./Club events: Sunday, December 4, 2022.
- FALL 2022 Check Request Deadline: Monday, December 12, 2022.
- FALL 2022 paperwork by A.S. / Depts. will be accepted in mid-August 2022.
- Clubs will need to be installed for FALL 2022 before they can submit A.S. paperwork.
SPRING 2023 DEADLINES:
- SPRING 2023 Proposal Deadline: Wednesday, May 10, 2023.
- SPRING 2023 last day for A.S./Club events: Tuesday, May 30, 2023.
- SPRING 2023 Check Request Deadline: Monday, June 5, 2023.
- SPRING 2023 paperwork by A.S. / Depts. will be accepted in mid-January 2023.
- Clubs will need to be installed for SPRING 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 2022 Check Requests is: 12/12/22 by 5pm.
- Note: Last Date to submit Spring 2023 Check Requests is: 6/5/23 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. Resolution Template
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.
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 (ICC) Webpage:
- Club Pages (club list)
- Club Registrations
- Club Orientation Manual
- How to start a Club
- Your ICC Officers