If you have a question about one or more of these forms, please stop by the Student Activities Office or contact us at 512.863.1345.
Student Organization Basics
This form is required of all active organizations and lists current officers and advisor.
This form is used by student organizations to request an office of a cabinet in the Student Activities suite. Office application are only taken at the end of the academic year. Cabinet applications can be submitted at any time if there is space available.
Form must be returned to the Office of Student Activities two weeks prior to the event. Within two weeks after the event, please submit all receipts and final budget showing expenses and profit paid to the charity, attendance, and evaluation of the event.
Registered student organizations may complete this form to request copies of flyers for posting by Student Activities. At this time, there is no cost associated with this process for student organizations. Flyers submitted by individuals for personal use or by other departments will not be accepted. Please complete this form at least 2 business days in advance to allow for adequate time for processing and printing.
This form is used to request Catwalk Banners to be made and hung from the third floor catwalks in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis.
This form is used to request Concourse Banners to be made and hung in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis.
This form is used to add an event to the Student Organization Calendar in the Commons and the chalkboard in The Cove. Events must be submitted no later than the last day of the month prior to your event.
This form is used to request permission to use chalk on campus sidewalks to promote an event. Requests should be made a minimum of 7 days in advance. Priority will be given on a first-come, first-served basis.
Event or Travel Planning
This pre-event guide is designed as a tool to help plan, organize and hold a successful event while minimizing organizational risk.
This form and accompanying brochure provide guidelines for organizations to follow when serving food at an event. Student organizations must meet with a member of the Student Activities professional staff at least 48 hours in advance of an event to review these guidelines.
This page provides guidelines for student organizations to follow when planning an event where alcohol will be served on campus. Also, see the Alcohol Event Request Form, which appears immediately below.
This request form is submitted at least 5 days prior to a student organization event. A meeting with the Director of Student Activities is required along with the submission of this form before permission to serve alcoholic beverages at an organization’s event will be granted.
This form is to be utilized for all University sponsored/funded trips. The form is due at least 5 business days prior to departure.
This form is to be utilized to request an exception to an organization’s travel as detailed in a Student Travel Checklist. The form is due at least 2 business days prior to departure.
Opportunities to Request Funding
In attempts to support social distancing, all reimbursements for Student Organization purchases will be made via echeck by the Business Office. Student Activities staff will use the information from this form to create a check requisition on your behalf. Please be aware that it may take up to a week for echecks to be generated.
In order for organizations to make purchases over $100, this form must be completed and approved prior to purchase.
This form is used to request funds for a specific event/project that was not included in the organization’s current budget allocation.
This form is used to request funds for a project that will enrich Student Life at Southwestern University. Applicants may be individual students, a group of students or a student organization. A faculty/staff sponsor for the experience is required.
The purpose of the Community Chest Fund is to provide opportunities for registered student organizations at Southwestern University to offer campus-wide programs. The Community Chest encourages SU students to “think big” by supporting programs that cannot be executed with the money available from the fees and allocation process alone. This fund is intended to support events that are engaging, entertaining, interactive and inclusive.
A post event evaluation form must be submitted within 30 days following any Community Chest Funded event.