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Student Club Forms and Deadlines

Recognized Clubs & Organizations

Get involved in one or more of the 35+ Clubs and Organizations available on campus. Clubs and Organizations provide students with opportunities to discover and pursue their special interests. For more information about joining a student club and organization or forming a new one, contact Program Coordinator, Unswella Ankton at unswellaankton@dcccd.edu or stop by C-141.

All Clubs and Organizations will be officially recognized by the Office of Student Engagement and Retention once all of the necessary paperwork has been received by the Program Coordinator and the appropriate signatures on the paperwork have been documented.

Forms/Paperwork

CLUB AND ORGANIZATION SET UP, FUNDING, TRAVEL, PROGRAMS, AND MARKETING FORMS

Most forms are available in PDF format by clicking on the underlined names. Others are district created forms and can be received from the Clubs and Organizations Program Coordinator.

CLUBS AND ORGANIZATIONS SETUP PAPERWORK

The following documents must be completed in order for your club and organization to be officially recognized and have a funding account created in the Business Office: Petition/Recognition Form for a Student Club/Organization, Club Officer’s Roster, Club Membership Roster, Constitution, and Agency Fund Account Set Up Justification. Complete all 5 forms and submit all 5 forms to the Clubs and Organizations Program Coordinator.

Step 1: Petition/Recognition for a Student Club/Organization

Fill out this form at the start of each new academic year for your club and organization to be officially recognized. All clubs and organizations that do not submit this form at the start of each new academic year will be considered inactive. Students participating in clubs and organizations must be currently enrolled students.

Deadline: Submit this form to the Program Coordinator on or by the 6th week of classes for fall or spring semesters depending on the start of the club and organization.

Step 2: Club Officers Roster

Fill out this form after you have elected your officers.

Deadline: Submit this form to the Program Coordinator on or by the 6th week of classes for fall or spring semesters depending on the start of the club and organization.

Step 3: Club Membership Roster

Fill out this form after identifying your members.

Deadline: Submit this form to the Program Coordinator on or by the 6th week of classes for fall or spring semesters depending on the start of the club and organization.

Step 4: Constitution

Work with your Club Officers and Members to create a typed Constitution to document your club and organization processes.

Deadline: Submit this form to the Program Coordinator on or by the 6th week of classes for fall or spring semesters depending on the start of the club and organization.

Step 5: Agency Fund Account Set Up Justification

Fill out this form to establish an account created in the Business Office. Allow for 30-60 days for Business Office processing. Clubs and Organizations will not be allowed to fundraise unless they have received notification from the Program Coordinator that their account has been set up. 12 months or more of inactivity will result in a closed account.

Deadline: Submit this form to the Program Coordinator on or by the 6th week of classes for fall or spring semesters depending on the start of the club and organization.

Step 6: Meeting Room Request

Determine a meeting day and time for your club and organization. Clubs and Organizations can request a meeting room from the Program Coordinator after all classes have been roomed for the semester. No preferred rooms are guaranteed.

Deadline: Submit a meeting room request to the Program Coordinator on the 12th day of class for each semester.

GUIDELINES FOR FUNDRAISING AND MANAGING FUNDS

Fundraising Application

Fill out this form to propose a fundraiser for your club and organization. The form must be approved by the College President. Clubs and Organizations will not be allowed to fundraise unless they have received notification from the Program Coordinator that their account has been set up. 12 months or more of inactivity will result in a closed account.

  1. Meet with Club and agree/plan on a fundraiser
  2. Check OSER Fundraiser Calendar for availability
  3. Fill out, sign, and date Fundraiser application and turn in to OSER
  4. **Request petty cash 3 weeks in advance for change if necessary**
  5. Check club box for approval form
  6. After fundraiser is complete, deposit earnings at the Business Office AND take copy of approved fundraiser form.
  7. Fill out the bottom of the Fundraiser form and turn into OSER along with your deposit slip.

Deadline: Submit this form to the Program Coordinator 30 days prior to the proposed date/time for the fundraiser. Forms submitted less than 30 days prior will be held for the next month’s deadline and fundraising date/time will need to be rescheduled.

Club Reimbursement Request

Fill out this form for reimbursement or withdrawal of club funds. Original receipts are required for reimbursement with signatures from an advisor, officer and person being reimbursed. Also, use this form to withdraw money from the club account. Signatures from an advisor and an officer are needed for withdrawals. Clubs and Organizations are responsible for providing receipts within 72 hours of monies spent.

Deadline: Submit this form to the Program Coordinator. Allow 2-4 weeks for processing.

Club Funding Request

Fill out this form if requesting monies from Campus Activities Board (CAB). Be specific in your request that can be for travel, a special event, a conference, and more.

Deadline: Presentations of your club and organization request will be scheduled for designated CAB meetings each semester. These CAB meetings will be shared by the Program Coordinator.

Vendor Check Request

Fill out this form when the club and organization receives an invoice from an approved vendor and needs to pay them. Submit the vendor invoice with signatures of a club officer and the advisor on the invoice with this from.

Deadline: Work with Program Coordinator to decide on vendor at least 30 days prior to when vendor is needed. Complete and submit form to the Program Coordinator at least 30 days prior to when vendor is needed.

Donation Thank You Letter

Clubs and Organizations can request donated goods from businesses and organizations. Donations made to a club and organization are not tax exempt. Use this form letter to thank vendors for making donations to your club and organization.

TRAVEL AND PROGRAMMING

Travel Approval Form

Fill out this form to begin your travel planning process.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. 

Field Trip Participation Consent

This form must be turned in along with the Student Travel Advance and Approval Request. Each club member participating in a field trip must fill out this form. Form available in C-141 and/or from Program Coordinator.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER.

Field Trip Roster

Fill out this form listing all students and their student identification numbers for those students participating in the trip. If requesting travel funds in advance, this form must be turned in along with the Student Travel Advance Form.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER.

Student Travel Advance and Approval Request

Fill out this form when your club plans to go on a trip and/or needs money in advance in order to pay for registration, lodging, meals, gas, etc.

Deadline: Fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. Additional money and receipts must be turned into the Student Travel Coordinator and/or the Program Coordinator in OSER. The Business Office must have these items in order to give refunds and reconcile paperwork.

Professional Leave and Travel Request

Advisors must fill out this form when they accompany clubs on field trips. Professional Leave and Travel forms are available in department/division offices.

Deadline: Advisors will need to fill out this form and other travel paperwork at least 6-8 weeks prior to the start of your trip. Submit the Travel Approval form, the Field Trip Participation Consent form, the Field Trip Roster, and the Professional Leave and Travel form for advisors to the Student Travel Coordinator and/or the Program Coordinator in OSER. Additional money and receipts must be turned into the Student Travel Coordinator and/or the Program Coordinator in OSER. The Business Office must have these items in order to give refunds and reconcile paperwork.

MARKETING AND PUBLICITY

Banner Request

Fill out this form to request 2 banners each semester. Please note that the club will be charged for additional banners.

Deadline: Submit this form to the Program Coordinator at least 2 weeks prior to your need for the banners. 

Model Release

Fill out this form if you intend to display photos of your club members on your club website, flyer, social media, etc.

Deadline: Collect completed release forms prior to the display of photos and submit to the Program Coordinator.