Service & Advocacy Council
After your Request is Approved
Please read this entire checklist and complete the steps that are applicable to your organization.
PRIOR TO THE DATE OF EVENT
MEET WITH COUNCIL ADVISOR: After your funding request has been approved, it is your responsibility to set up a meeting with the Service and Advocacy Council Advisor to discuss the disbursement of funds.
CONTRACTS: If using the services of an agency, vendor, speaker, or entertainer, a professional services contract must be used. Review the RSO handbook for more information and speak with the Council Advisor. Once obtaining the contract, submit to the Office of Student Life for processing. Note that students may not sign any contracts.
RECEIVED MONEY FOR FOOD OR MEDIA IN THE KIRKHOF CENTER: If you received funds for catering or for media within the Kirkhof Center, you must fill out a “Dining/Media Authorization” form. This form verifies that your organization received money for media and catering and is required. The Student Life front desk will fill out your account number and verify tat you have enough funds. Krista McFarland will then sign the form, which is then given to Event Services.
PROGRAMS THAT OCCUR DURING THE WEEKEND: For any evening weekend programming, you must contact the Laker Weekends Staff to coordinate your media needs.
CO-SPONSORING: If your organization is co-sponsoring the event with another student organization or a department, you are required to submit a “Co-sponsorship agreement form” to Student Life. This is especially important if your organization is providing support/funding for an event coordinated by another organization or department.
PUBLICITY FOR THE EVENT: All publicity for the event, whether done through the Promotions Office or another party, must follow all university guidelines and must have the phrase “Funded by Service and Advocacy Council as allocated by the Student Life Fund.” Please provide 2 copies to the Council Advisor.
The event must be submitted for entry on the CSLC web site and campus event calendar by submitting the “Event Submission Form” to the CSLC.
PURCHASING SUPPLIES: Make arrangements with the Office of Student Life Front Desk to check out the OSL purchasing card (p-card) for purchase of supplies. The front desk staff will review the purchasing guidelines and process for returning the card and receipt/s. Note that all money must be spent within guidelines set by the Grand Valley State University budget codes.
SOC DECORATION DEPOT: Contact the SOC to arrange a pickup date and time, as well as a return date & time. To check out supplies from the Decoration Depot, send the SOC’s Student Manager a “Service Request” at least three business days prior to needing the item (however, we encourage you to submit your request much earlier to ensure that the supplies will be available for your date.) The SOC Manager will arrange the pick up and drop off date for your supplies.
Page last modified March 30, 2015