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Most forms are available in PDF format by clicking on the underlined names. Others are district created forms and are available in the SPAR office.
Agency Fund Account Set Up Justification - Fill out this form to establish a club. Fill out this form to establish a club account.
Banner Request - SPAR will provide one
banner free of charge each semester. Turn in your request two weeks in advance.
Your club will be charged for additional banners.
Deadline - Two weeks in advance.
On-Campus Club Event Form – Complete this form anytime a club plans a special event on campus to ensure that appropriate staffing and campus facilities will be available.
Deadline - 4 weeks before the event or the event will be canceled.
Club Event Checklist - This form is a guideline to plan your event.
Club Profile - This form must be turned in along with your Special Events/Travel Fund Request. The Funding Committee will use this information to become familiar with your club's activities.
Constitution - All clubs must have a constitution turned in with the Petition/Recognition for a Student Club/Organization form. Fill-in-the-blank constitutions are available for clubs.
Electronic Message Board - Fill
out the form when you would like an electronic message in the pit.
Deadline - One week in advance.
Field Trip Participation Consent – Each club member who is participating
in a field trip must fill out this form.
This form must be turned in along with the Student Travel Advance and
Approval Request.
Deadline - 1 week before trip
Field Trip Roster -Fill out
this form listing all students and student identification number of those going
on the trip. If requesting advance travel funds, this form must be turned in
along with the Student Travel Advance Form. (This is required 3 weeks
in advance).
Deadline - One week in advance.
Fund Raising Application - You cannot hold a fundraiser unless this
form has been filled out two weeks in advance.
Deadline - Two weeks in advance and complete 24 hours after an event.
Guest Lecturer/Performer Contract
Information - Fill out this form if you plan to sponsor a guest speaker
and want to pay them.
Deadline - Four weeks in advance. Payment cannot be made if contract
is not approved before the event.
Model Release – If you intend to display photos of your club members on your club Website, each member shown in the photos must complete this form before the Web site is launched.
Officer Roster - Fill out this form
after you have elected your officers. A copy of this form is kept in SPAR for
a record of club contact names and phone numbers.
Deadline - Four weeks after Petition for Recognition form is approved.
Change in officers due two weeks after change.
Participation Statement - Fill this form out when you have a person going on a club trip that is not a student and will not be responsible for any of the students going on the trip.
Petition/Recognition For a Student Club/Organization - This form must be filled out if your club is to be recognized each year. Ten prospective students must provide their student ID numbers and sign this form in order for a club to be organized. These students must be currently enrolled in credit or non-credit courses.
Professional Leave and Travel Request - Advisors must fill out this
form when they accompany clubs on field trips that are out of Dallas County.
Must be turned in with Field Trip Roster and Student Travel Advance
Request Forms.
Deadline - Three weeks in advance.
Reimbursement Request - Fill
out this form when you have purchased items for your club using your own money
and want to be reimbursed (see Purchasing and Reimbursement Section)
Receipts are required for reimbursement.
Request for Modification of SPAR funds - This form only applies to SPAR Funds received from the Special Events and Travel allocation. If you receive funds from this allocation, you must spend the money you were allocated for the project/event you proposed. Should your plans change, or you have money left in your budget, you may appeal to the funding committee to reallocate these funds. Complete this form and return it to your SPAR liaison. Your "modification request" will be added to the agenda of the next funding committee meeting.
Room and Arrangements Request - Fill out this form when you need to reserve a room for a club event or weekly meeting. (Due to high occupancy, turn this form in as soon as possible).
Special Events/Travel Fund Request - Fill out this form if you would like to request money from the Student Commissioners. You must be specific in your request and include what you plan to do with the money. For example, you can use it to sponsor a special event, field trip or conference. All requests will be submitted at the next available Student Commissioner’s funding meeting. Remember to attach the club profile form. Special funding money cannot be used towards raising money for the club.
Student Travel Advance Request - Fill out this form when your club plans
to go on a trip and needs money in advance in order to pay for registration,
lodging, meals, gas, etc. This form must be turned in with the Field Trip
Roster and the Professional Leave Form.
• Fill out 3 weeks in advance of deadline.
• Finalization of the paperwork must be completed 10 working days after
the trip. All additional money and receipts must be turned in to your SPAR liaison.
The Business Office must have these items in order to give refunds and reconcile
paperwork
Thank You for Donation Letter – This is a generic form letter to be used to thank vendors for making donations to your club. Donations made to clubs are not tax exempt.
Vehicle Request Form – Fill out this form, giving as much advance notice as possible, in order to reserve a campus vehicle. Drivers must be on the District’s Approved Drivers’ list. (Training is involved. See your liaison for details.)
Vendor Check Request - Fill
out this form when you have a bill or invoice from a vendor and need to pay
them. You must submit the vendor invoice with the appropriate signatures on
the invoice with this form (see Purchasing and Reimbursement section).
Deadline - Three weeks in advance or when invoice/bill is received.
Volunteer Application - Anyone who accompanies the club on an official
field trip and is not a staff member or student.
Deadline - Three weeks before trip.
Withdrawal of Club Funds -
Fill out this form when you want to withdraw money from your Club Account.
This must include the signatures of the two club officers and the advisor.
Clubs
are responsible for providing receipts within 3 days.
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