Events

All events must be authorized by the Office of Student Life. An Event Authorization
Form can be picked up in the Student Life Office or on the SOL website:
http://www.accd.edu/sac/stulife and must be done at least two weeks prior to the event. The event form requires the signature of the club president and the club advisors.
All events must have a sign-in sheet and evaluation form. These forms can be
downloaded at http://www.accd.edu/sac/stulife/html/toolbox.htm. These forms must be
turned in the day after the event. Failure to do so will result in not being approved for
funding next year.

Paid Speakers/Contracted Persons

All speakers/contracted performers must be an approved vendor of ACCD. All forms
needed are at:
Http://www.accd.edu/district/purchase/purchasing%20forms/vendregistration.pdf .

The completed forms should be sent directly to ACCD Acquisitions, their information is on
the Vendor Application form. Be sure to allow a minimum of two weeks for processing.

All speakers/contracted performers must also have a signed contract. Contracts are
available at: http://www.accd.edu/district/legal/contracts.htm . Each contract requires the
signature of the Director of Student Life, Dean of Student Affairs, College President and
ACCD Legal Affairs. Please allow a minimum 45 day processing time. Processing
payment can take up to a month after the event/performance day. Please let your
vendors know not to expect payment on the day of the event/performance.

Travel

Travel advances take at least 20 days to generate a check after the proper forms are
processed. Out-of-Town Travel Authorization Report forms are located at:
http://www.accd.edu/district/fiscalaf/fiscalaffairs.html . To receive a full amount of advance pay to cover student travel the words “For Student Travel” must be clearly printed in large letters on top of the form or only a partial employee amount will be advanced.

This form requires three signatures for in-state travel: Director of Student Life, Dean of
Student Affairs, and advisor traveling with group. Out-of-state travel requires four
signatures: College President, Director of Student Life, Dean of Student Affairs and
advisor traveling with group. A list of all students traveling must accompany the Travel
Authorization form, if travel is to a conference the conference registration form must be
submitted as well. For conferences: it is preferred that conference registration fees be
paid in advance. This requires that the conference organization be approved district
vendors (link is above). To receive travel reimbursements, all advisors must also be
approved district vendors and fill out those same vendor forms. If the conference
organizers cannot be made vendor in time please see the Director of Student Life as
soon as possible. A special memo will be generated. Without the memo conference
fees will not be advanced.

A one page reflective essay needs to be turned in to the Office of Student Life the week
after the trip by each student participant. The essay should describe the event and
what they learned as well make a presentation in the Loftin Student Center to share with
the rest of the campus within the semester that the group traveled. Failure to do so will
result in not being approved for funding next year.

Purchases

There is a list approved district walk-in vendors at:
http://www.accd.edu/district/purchase/Walkins.htm . Please
contact the district acquisitions office on more specific issues about purchases with
approved vendors.

Guidelines

• All promotional materials and emails etc. must have the following tagline:
“This event is made possible by the Student Activity Fee by the Students of San
Antonio College”

• Sign-in sheets must be kept at all events and returned no later than five
working days after the event. Student Life will provide you the sign in sheet.

• All work orders, facilities use forms, request for security, health code permits,
refreshment requests and mailings are the responsibility of the applicant.

• Advertising for the event should include but are not limited to SACALL’s and
PALALL’s, etc.

• A calendar of events that includes times, locations and contact persons name
and phone number must be submitted two weeks in advance to the Office of
Student Life in an electronic format.

• The Office of Student Life has limited staff and cannot be expected to provide
support staff for your event. The Director of Student Life must previously agree
to any changes.

• All financial documents for the event need to be submitted totally complete to
the Office of Student Life. The Office of Student Life will enter the information
into the Banner system. No account numbers will be released outside the
Office of Student Life. All documents for vendor application etc. should be
submitted directly to the appropriate offices.

• Performance contracts and travel authorization forms take a minimum of 45
days to process after the student fee committee has approved your request.
Plan accordingly

• Submission of an Event Authorization form is required if your event is approved
by the student fee committee.

All VIP lists or reserved spaces for any funded event must include 80 percent of
student organization officers and students. This list must be submitted prior to
the events to the Office of Student Life.

Misappropriation of Funds

Any group that intentionally misrepresents their intended use of funds or that uses
requested funds for anything else except what was awarded or reduces student
participation to accommodate unsupported expense will be sanctioned not only by the
Student Activity Fee Committee but also the Office of Student Life.

 

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