Student Leader Guide

This guide is designed to familiarize the club’s leadership with the rules and policies related to Student Clubs, thereby helping the club to be successful. It was created to serve as a resource to you and your club advisor. It will provide direction and information necessary to make your leadership role a pleasant one. Student groups are afforded privileges as recognition of the importance of the out-of-class experience. These privileges are reserved for all registered clubs that are in good standing with the Student Life office and Rock Valley College.

Below is a comprehensive collection of any and all forms which may be necessary when planning a student club or organization event/activity. All forms are downloadable in .pdf format. Please print any forms needed for your event, follow the instructions for each form and fill them out accordingly. Please contact Student Life at 921-4184 if you have any questions.

1. Club Activity Application


2. Requisition Request

This form is used when a requisition is necessary for the payment of goods or services. All billings over $1,000.00, all food from caterers, and all travel expenses need to be done through a requisition request. The Treasurer is responsible for turning this form into the Student Life Administrative Assistant.

What is needed?

• Approved Event Confirmation Form
• Completed Requisition Request Form

Documentation to justify the request – billing statements, e-mail statements, receipts, registration info, etc.

Download the detailed instructions for this form.

3. Budget Transfer Request

This form is used when requesting that funds be transferred between object codes within a club/organization account or between two different accounts.
 
What is needed?

• Completed Budget Transfer Request form.
  

Download the detailed instructions for this form.


4. Check Request

This form is used when a check is necessary for the payment of goods or services. All billings under $1,000.00 including registrations, memberships, contracts/letters of agreement, and all reimbursements (including reimbursement to a club/organization member for expenses they incurred on behalf of the club/organization) need to be done with a check request. The Treasurer is responsible for completing this form and turning it into the Student Life office.

What is needed?

• Approved Event Confirmation Form

• Approved Release of Funds form

• Completed Check Request Form

• Documentation to justify the request – billing statements, e-mail statements, original receipts, registration info, etc.

Download the detailed instructions for this form.

5. Cash Advance Form

This form is used when cash is needed to cover travel expenses of students – example: Shuttle charges, parking fees, meals. It is also used when requesting petty cash to be used as starter funds for a cash box – example:  A bake sale, dance ticket sales.

What is needed?

• For Travel purposes – A description of the purpose for the travel and a list of students attending.
• For starter funds – No additional paperwork is required.
  

A check will be made out to the club Advisor for travel requests and to the club treasurer or Advisor for starter funds.  They will be responsible for cashing the check and requesting the breakdown of bills and coins needed from the bank.


6. Deposit Form

This form is used when funds are deposited into the club/organization account.

What is needed?

• Completed Deposit Form

Download the detailed instructions for this form.


7. Request for copy of club budget

This form is used when a club would like a detailed copy, rather than a summary copy of their budget or if an additional copy during the month is needed.

• Completed Request for Copy of Club Budget form.

This form is used in place of the Activity Application form when the activity is for fundraising purposes only.

What is needed?  

• Completed Fundraising Approval form.

9. Fundraising Follow-up

This form is used after the completion of a fundraiser to evaluation the success of the activity.

What is needed?  

• Completed Fundraising Follow-up form.

10. Travel Form Packet

11. Travel Expenses Summary

This form is used for reimbursement of expenses that were not paid before departure.

What is needed? 

• Completed Travel Expenses Summary form and all original receipts. 
  
  
• Completed Check Request form.

12. Letter of Agreement

This form must be complete by any individual or group/company that will be providing a service for your club event or activity whether they are asking for compensation or not.  If no funds are involved enter zero in the space indicating payment amount.