Forms and Resources
Forms Frequently Used by Registered Student Organizations
Organization Paperwork
• Student Organization Registration Packet (This form is also required to be re-submitted each fall prior to spending any club funds, or whenever a change in officers or advisor occurs)
• 2011-2012 Budget Request Form
• 2011-2012 Travel Budget Request Form
• Poster Printing Request Form Please email the completed form to montgomerystudentlife@LoneStar.edu
• Equipment Check-out Form (popcorn machine, karaoke machine, etc.)
• Advisor Checklist (This form is designed to help advisors and officers work together to develop expectations for the role of the advisors in each student organization.)
• Sample Constitution (This document can be customized for each organization. The shaded areas should be changed to reflect the requirements and responsibilities as identified by the members of the organization.)
• Maverick Mascot Reservation Form If your organization would like to have Monte the Maverick present at your event, please complete this form. Please not that while the Office of Student Life will provide the costume, your organization must provide the person to wear the costume.
• Fundraising Request Form Any clubs or organizations wishing to run fundraisers must be approved via this form prior to taking place.
Forms for Emerging Student Organizations
• Student Organization Registration Packet (This form is also required to be re-submitted each fall prior to spending any club funds, or whenever a change in officers or advisor occurs)
Forms Needed for Selling Food at Events and Fundraisers
Effective August 2, 2010, Fazoli's will be replaced by Luby's, which will have exclusive rights to provide food for any event on campus, and provide catering for events as well.
Remember that ALL student organization fundraisers must be approved prior to the event. To get approval for your fundraising event, e-mail Joseph Maurer (joseph.f.maurer@LoneStar.edu) and provide all details of your request, including date, time (starting and ending), location, and a description of the event. Joseph will notify your group as soon as approval is finalized.
If your student organization/event committee would like to sell food (hot dogs/hamburgers, baked goods, etc.), you are required to apply for a permit from Montgomery County Environmental Health Services. You simply complete the application and submit it at least two weeks prior to the event if submitting by mail, or at least 48 hours prior to the sale/event if submitting the application in person. The permit is FREE of charge for nonprofit organizations, which includes our college.
Take a moment to read the “Food Rules for Temporary Food Services Permit.” This will give you all of the information and directions needed to obtain the permit. This document, as well as the Application itself, can be found below.
For more information, visit the Montgomery County Environmental Health Services website at: http://www.co.montgomery.tx.us/ehealth/cforms.shtml or call them at 936.539.7839.
• Food Rules for Temporary Food Services Permit
• Application for Temporary Food Services Permit
• Full Menu (For Catering and More)
• Catering Request Form
To request catering from Luby's, contact
Karen Knowles
Catering Director
Work: (281) 290-2969
Cell: (713) 469-1320
keknowles@lubys.com
Bill Carroll
Cell: (713) 203-7098
Work: (281) 290-2964
281-290-2964
wjcarroll@lubys.com
Campus Events
These forms will be available near the dates of the events.• Activities Mart Reservation Form (Activities Marts are held the beginning of each semester)
• Lone Star's Got Talent - Talent Show Entry Form (February 25, 2010)
• Lone Star Premiere Reservation Form (held in August, the week before school starts)
• Information Fair Table Reservation Form (for Lone Star Premiere)
• Relaxation Stations (during Finals Week each semester)
Financial Paperwork
• Petty Cash Request
• Lone Star College System Request for Taxpayer/W-9 Identification Number and Certificate (required when setting up vendors or independent contractors)
• Agreement for the Performance of an Independent Contractor Up to $5000 (when hiring outside entertainment/contractors)
• Agreement for the Performance of an Independent Contractor in Excess of $5000 (when hiring outside entertainment/contractors)
• Honorarium Authorization Form
• Texas Hotel Occupancy Tax Exemption Certificate
• Employee Expense Reimbursement Form (replaces Check Request - used for all types of employee reimbursements) * Form accessible through the iStar System.
• Student Expense Refund Request (used for all types of student reimbursements)
• T-Shirts
Authentic Promotions is an approved vendor through which student organizations may order t-shirts. Their contact information is below:
Amy Warner
Authentic Promotions.com
4640 Marconi Ave. Suite 5
Sacramento, CA 95821
1-800-497-7765 ext. 268
(Fax) 1-800-497-7706
(Cell) 916-838-3127
amy@authenticpromotions.com
http://www.authenticpromotions.com/
Forms for College Sponsored Student Travel
• Travel Forms
Notice: Planning college sponsored student travel can be fairly time consuming. Please allow ample time to complete the process. At least 48 hours prior to departure, copies of the following must be submitted to the Office of Student Activities: Request for Approval of College Sponsored Student Travel (Form TR1), Trip Plan (Form TR2), Trip Roster (Form TR3), Participant Release (Form TR4), and Form A-10. The advisor should carry a copy of each student participant's Form A-10, in case there is an emergency. Please guard this information carefully, as it contains students' personal information.
