Step 1 - Event Requests

Email your Facilities Request Form, Technical Checklist, and 5 W's forms AT LEAST FOUR WEEKS PRIOR to the event to allow time for approval. Your request is not approved until you receive a confirmation notice from Maintenance/Facilities.

• Facilities Request Form (NOTE: Advisor signatures must be on all requests, even if it is before 5 pm. All advisors must stay for the ENTIRE DURATION of your event if after 5 pm.)
• Technical Checklist
• 5 W's

Include the following:

• Location (Campus maps located here)
• Layout of your event
• List items needed using the Technical Checklist
• If FOOD is being provided, you need to give at least FOUR WEEKS notice and complete the 5 W's Form

 

Step 2 - Purchasing Process

Business Office will no longer accept reimbursement requests for students.

1. Consult with the Office of Student Life to ensure that any plans for purchasing follow Business Office procedures.
2. You must have the specific vendor, items, and pricing listed. Estimations will not be accepted.
3. Approvals will be made on standardized Business Office procedures.

NOTE: If your club wishes to give away giftcards, you MUST obtain the giftcard recipient's name and Hartnell email address. If a recipient's name is not included, you will not be able to access club funds.

 

Check Request (Request use of Credit Card to make online purchases)

Change Order (Funds Request FROM Club Account for CHANGE)

Deposit of Funds Received (Funds Deposited INTO Club Account)

Club Handbook

Club Officer Roles & Responsibilities

Club Advisor Roles & Responsibilities

Club Financial Code Form

Food Safety Guidelines

Template - Club Meeting Agenda

Field trip Forms available in Room C140