Student Clubs and Organizations

In order to post flyers on campus bulletin boards or have your marketing on digital signs around campus, you will need to fill out this form. All flyers must contain information regarding disability accommodations that reads as follows: "for disability accommodations, please contact (your organization's contact info)."

Once approved, you will receive an email from your council advisor informing you of your flyer's approval. Following this you can print them out and post them on campus bulletin boards. Posting is not allowed on poles or buildings. You still need to get additional approval from specific departments to post in academic building bulletin boards.

Flyer/Digital Sign Submission Portal

Events on campus must order food from Otter Kitchens.

For off campus events, groups can purchase from other food vendors and can be reimbursed if approved in advance.

Food from Otter Kitchens (on campus) & Others (off campus)

1. Submit event request into MyRaft.
2. Review email from Council Advisor with instructions about submitting catering.
3. Submit catering order through A'viands online portal, Catertrax. Be sure to cc your Council Advisor and the corresponding Office Coordinator on the BEO (Banquet Event Order) so that they receive this information when it is submitted
4. Follow up with Council Advisor to confirm that catering has been ordered

Non-A'viands Food Request On Campus

Non-Otter Kitchens catering will need to be approved by Otter Kitchens and the University Police Department.

1. Submit event on MyRaft.
2. Review email from Council Advisor and complete Non-Otter Kitchens Food Request Form.
3. Fill out the Catering Exception Request Form

Responses will be communicated via email within 3 days of submitting the form.

For more information regarding the Catering Exception Request Form, please visit the Food Safety and Service Page

Things to know

Before travel begins under the University, it must be:

• Submitted 6 weeks in advance of the travel date in MyRaft.
• Reviewed by a ICC/SCC/MGC adviser
• Approved by the Student Affairs administration.

Funding for travel can be any one or a mixture of the following:

1. Student Org. funds
2. ICC/SCC/MGC funding
3. University department funds
4. Travelers personal funding

Travel requests can cover:

• Lodging
• Registration
• Meals
• Transportation (i.e. vehicle, flight, ground transportation)

Note: Lodging, Meals, Tolls, Shuttle, Parking fees are paid by the traveler and eligible for reimbursement after travel. Itemized receipts for all expenses must be turned in.

Here is the process to submit a travel event request

Step 1. Submit your event request inMyRaft.

Step 2. Schedule a meeting with your council advisor and an SELD Office Coordinator. At this meeting please be sure to complete all information on the Student Organization Travel Sheet.

Step 3. Once your travel is approved, go on your trip - being sure to keep all original receipts.

Step 4. Meet with Council Advisor and/or SELD Office Coordinator to turn in all receipts no more than a week after you return from your trip.

Any student driving under university business needs to complete a Defensive Driver course. Once completed, this certification is valid for four (4) years. This process must be completed AT LEAST four (4) weeks prior to the event and/or travel. Please follow the steps outlined below:

1. Complete the DUB online training course through SumTotal. Review this step-by-step aide to help you log in and complete the course. Once you've completed the course, print out the certificate.
2. Complete the DUB packet below.
3. Meet with the SELD Office Coordinator (Gloria Hernandez - glhernandez@csumb.edu for ICC and MGC or Josh Mueller - jmueller@csumb.edu for SCC) in Student Center 181. Bring the course certificate, valid driver's license, and DUB paperwork with you to this meeting.

DUB Packet

Review this document for help filling out the forms.

Your student organization will need to fill out a liability form when conducting any event, workshop, competition, conference or travel associated with the university. The group liability form must be filled out at large events by all participants.

1. Submit event on MyRaft.
2. Print Individual or Group Release of Liability.
3. Return to council advisor within 3 business days.

Release of Liability - Individual

Group Liability

In order to use your clubs funds your organization must submit a request to use club funds before any expenses are incurred. Any requests for reimbursement after the expenses are incurred will not be approved.

If you'd like to order swag, t-shirts, print publications, or other items for your organization please submit those request using the Request to Use Funds form.

Submit requests 2-3 weeks before your event to ensure you receive on time. Check vendor shipping & delivery dates and add an additional 2-3 days for delivery from our warehouse to our department. Upon arrival of supplies, an email will be sent to the requester for pick up at the front desk of the Student Center.

All orders are final.

1. Submit event request into Community (if request for funds is associated with an event)
2. Submit a request for Student Organization Account Balance to determine how much funds are in your club account.
3. Submit Request to Use Funds form. Once the order has been placed, a confirmation will be sent to the requester.

Request to Use Funds Form

Please note, if you indicated that you will need to be reimbursed for out of pocket expenses of pre-approved purchases of goods made for a recognized student organization please follow these steps after making your pre-approved purchases:

1. Complete the Reimbursement Request Form.
2. Bring original receipt and completed Reimbursement Request form to the Student Center front desk.

To reimburse a student, the University must have a completed PaymentWorks account on file.

This form is for students or staff who want to hire a performer (Dancers, Musicians, Lecture, Conference, Speakers, DJ's) for an event As a University representative. This is a formal business agreement between you and the performer. This contract must be in place before any payments are made to the performer(s). Contract must also be in place for performers who are volunteering their services (i.e. no payment will be given).

Steps to Contracting a Performer

1. Submit event on Community (At least 4 weeks before event).
2. Complete Performance Contract form (below) at least 4 weeks before the event.
3. Have the performer submit completed PaymentWorks account at least 4 weeks before the event.
4. Schedule meeting with council advisor to review performance agreement.

Performance Contract

Please Note: To pay a vendor, the vendor must have a completed PaymentWorks account on file with the university.

Any outstanding payment will be delivered by the university NET 30 from the date the performance is rendered.

This form is for students or staff who wish to hire a vendor for a service (coach, porta potty, athletic trainer, equipment rental, inflatables). This is a formal business agreement between you and the vendor and is expected when conducting business as a University representative.

All service contracts must be approved 2 weeks before the date of your event. This contract must be in place before any payments are made to the service provider(s).

1. Submit event on Community (At least 4 weeks before event).
2. Complete Service Contract form.
3. Have service provider submit completed PaymentWorks account, endorsement and certificate of insurance.
4. Schedule meeting with council advisor to review service agreement, PaymentWorks account, endorsement and certificate of insurance.

Service Contracts

Please Note: To pay a vendor, the vendor must have a completed PaymentWorks account on file with the University.

Any outstanding payment will be delivered by the university NET 30 from the date the performance is rendered.

Any revenue collected by a student organization must be deposited into your university club account. This includes sponsorship's, donations, fundraising, dues, ticket sales and any other revenue generating activities.

1. If raising funds through an event, submit fundraising event on Community.
2. Complete Revenue Collection Form.
3. Submit the completed Revenue Collection form and money collected to the Recreation Services Desk, open Monday - Friday, 10 AM -430 PM.