Student Life Request Form


This form MUST be completed at least 10 BUSINESS days prior to the event. Business days are Monday through Friday when the college is open for normal business.  

Per LSC System Policy, all TRAVEL requests MUST be submitted AT LEAST 30 days in advance.  ANY request recieved less than 30 days in advance will be denied. 

In accordance with First Amendment Rights and LSC Board Policy VI.D.10 states, “students enjoy First Amendment protections on all premises.”  This means that students and student organizations have the right to assemble at will on campus providing their activity is not 

  • the speech is disruptive
  • College sponsored (e.g. theatrical productions through the theater department) 
  • promote illegal drug use

For more information or clarity, please reference: LONE STAR COLLEGE SYSTEM DISTRICT BOARD POLICY MANUAL Fifth Edition

  • The use of this form is only required if you are requesting services from Student Life or Recreational Sports.  However, even if you do not need services, you can submit this form for informational purposes.  You do NOT need to include other campus events that your organization participated in but did not coordinate (e.g. Club Rush, Open House). If you have any questions, please contact centerforstudentlife@lonestar.edu
  • When this form is APPROVED, your event will automatically be posted to the Student Life calendar. Contingent upon approval, your event is not officially scheduled until you have received an email from Student Life stating that it has been approved. 
  • Once the form is submitted, the Center for Student Life will check to make sure that the RSO is registered in the current academic year and has completed required paperwork. Student Life will also check the RSO’s budget for available funds. If the funds are available, the Center for Student Life will begin purchasing the requested items. If the funds are not available, the Center for Student Life will check the RSO’s 50 account for funds. If no funds are found, the request will be denied.

ORGANIZATION INFORMATION

Today's date*
ADD 10 business days - What date is 14 days from today? Please note, travel requires 30 days notice
Organization Type*
Your Name*
Advisor Name*
Supervisor Name*

Event/Services Needed

What services do you need from Student Life*
Date your request is needed or event will take place*
Do you want this event/ meeting listed on the Student Life Calendar?*
Is your request for an event(s)? *
Is this a recurring event (for example, meetings held at the same time in a recurring fashion) *
Some event descriptions are simple. A meeting is a meeting. Others need further explanation. For example, if your event is called "Boo Bash" what does that mean?
Will you be spending RSO or REC Sports funds on this event?*
File uploads may not work on some mobile devices.

Travel

Per LSC System Policy, all TRAVEL requests MUST be submitted AT LEAST 30 days in advance.  ANY request received less than 30 days in advance will be denied. 

If you are traveling off campus for this event you must complete the Travel Request Form 1 (TR1) and attach it to this request.  

Student Life Travel Checklist (under construction) 

Travel Approval Process

Student Travel Forms

TR1 Form

TR2&3

Participant Release and Indemnification

Request to Use College Vehicle

Motor Pool Policy

Fuel Receipt Form

Will you be traveling off campus for this event *
If you are using funds from separate funds (Fund 14/ Fund 50), please explain breakdown here

Fundraiser

Fundraising Guidelines for Lone Star College - CyFair RSOs

RSOs may only hold 2 fundraisers per academic year. 

Fundraising activities can only last 24 hours per single event. 

ALL funds raised during the event MUST be deposited to the RSO Fund 50 account IMMEDIATELY upon culmination of event.
Deposit form can be accessed here

RSOs may NOT use Fund 14 money to support the fundraising event. 

What date & time will your event start?*
:  
What time will your event/meeting end?*
:  
What is the date and time of your fundraiser?*
:  
Please explain what you would like to accomplish during this event.

ROOM/SPACE REQUEST

This is required only for on-campus requests

If your preferred room is not available, can Student Life reserve a different room/space for you? *
We will make every effort to provide the space that was requested. If not, we will try to find a similar space on campus that will suit your needs. IF this happens, you would be notified of the room/space changes.
Date and Time room/space is needed*
:  
What time will your meeting or event be over? Please include any clean up time.*
:  

CATERING

What date & time do you want your order delivered? *
:  

PROMOTIONAL ITEMS

Promotional Items Guidelines - For Registered Student Organizations at LSC-CyFair ONLY

Please complete and submit this order form. Student Life Specialists will work with the vendor to get a quote for your order.

Student Life does not provide graphic design service. Student Organizations may use Designs In Print, or may have a member design their artwork. All artwork must meet the following specifications:

• Must include the organization name and the college name in the design. Frequently, organizations will have a special event design in one location and include the LSC-CyFair logo with the organization name on the sleeve or pocket (for shirts).

• When the LSC logo is used, it must follow all marketing and branding style guides, which can be found here.

• Do not pull graphics from the Internet to use for your designs. We cannot use copyrighted images or images that are not print-ready.

• Please know that when multiple colors and locations are used for imprinting, the cost increases greatly. Also, printing light ink on dark colors frequently runs in a double run charge, as they have to print it twice to keep the background color from showing through the ink. 

• All graphic design work must be approved by the College Relations Graphic Designer prior to going to print. Student Life will facilitate that approval process.

• You will need to have a good idea of what you want to order. LSC uses promotional items vendors from an approved list. It is up to you, not Student LIfe, to find the item(s) that you'd like to order. That said, you are welcome to stop by the office for advice and guidance, as we have worked with some of these vendors previously. For t-shirts, you don't need to look up items. We'll just need details such as the quantity, sizes, and colors. Here is a list of our vendors, with links to their websites:

File uploads may not work on some mobile devices.
When do you need these items?*

PURCHASE SUPPLIES & MATERIALS

What date do you need this order? *
Please list (bullet style) all items to be purchased, quantity, and dollar amount each. If items are to be purchased from a specific website, include the link to help ensure correct orders are placed
Please list (bullet style) all items to be purchased, quantity, and dollar amount each. If items are to be purchased from a specific website, include the link to help ensure correct orders are placed
Please list (bullet style) all items to be purchased, quantity, and dollar amount each. If items are to be purchased from a specific website, include the link to help ensure correct orders are placed

PRINT REQUESTS

All print requests will be processed through the Center for Student Life using the Print Shop Form located under this tab.

This form is only to be used for printing at the College Print Shop.

Advisors should submit the Print Request Form to the Center for Student Life Office 10 business days prior to date items are needed.

Once the form is submitted, the Center for Student Life will check the RSO’s budget for available funds. If the funds are available, the Center for Student Life will send the request form to the Print Shop. If the funds are not available, the Center for Student Life will check the RSO’s 50 account for funds. If no funds are found, the request will be denied.


NOTE: all requests can take between 5-10 Business days to complete depending on the request and print shop turn around time.
All items can be picked up by your RSO member in the Center for Student Life Office during business hours.

Standard Print sizes info can be found here

File formatting information can be found here

When do you need these items?*
File uploads may not work on some mobile devices.

EQUIPMENT REQUEST

What date & time do you need the this equipment?*
:  
Equipment Requested*

RECREATIONAL SPORTS

Date and Time for your activity
:  

Cy the Falcon - appearance request

Date and Time you would like Cy to be present at your event*
:  

RISK MANAGEMENT

Risk Management Considerations

You should be thinking of risk management considerations when planning your event. As an organizational leader, you should always consider the potential risks and develop a plan in advance to minimize or avoid risks whenever possible. Types of risk might include:

• PHYSICAL - can include things such as food poisoning, injuries that may result from physical activities, injuries that may result from travel related accidents

• REPUTATION - those things that may result in negative publicity for your organization, Lone Star College, your advisor(s), and/or a venue where you are holding an event

• EMOTIONAL - those things that can cause a participant at your event to feel alienated or negatively impact the feelings of a member or members of the LSC community

• FINANCIAL - those things that can negatively impact the fiscal stability of your organization and/or organizations financially supporting your event

• FACILITIES - those things which may cause property damage, prevent your event from being held (bad weather, not enough space for the number of participants, lack of equipment or materials needed for the event, etc.)

What types of risk would you potentially anticipate for this event (check all that apply)?*

DIRECTOR APPROVAL

APPROVAL
Director:
Date/Time

RSO CONFIRMATION

Is RSO or Sports Club registered?
Facility Agreement Completed?
Advisor Agreement complete?
Has Roster been submitted?
Has Risk Management training been completed by advisor?
Has Risk Management training been completed by leadership?
Has Risk Management briefing been provided to members

EVENT APPROVAL

Student Life Approvals

REQUEST APPROVAL STATUS*
APPROVAL DATE*

Room/Space Requests

ROOM RESERVATION MADE
ROOM RESERVED ON DATE
Supporting Documentation Received?
Requested Reservation Confirmed?

Catering Approval

CATERING APPROVAL
APPROVAL DATE
ORDERED?

Purchasing Approval

PURCHASING APPROVAL
APPROVAL DATE
ORDERED?

Printing Request

PRINTING REQUEST APPROVAL
APPROVAL DATE
REQUEST SUBMITTED TO PRINT SERVICES?

Equipment Requests

EQUIPMENT USE APPROVAL
APPROVAL DATE
ORDERED?

Promo Items Approval

PROMOTIONAL ITEMS APPROVAL
APPROVAL DATE
ORDERED?

REC SPORTS APPROVAL

FACILITIES USE APPROVAL
EQUIPMENT USE APPROVAL
APPROVAL DATE

CY THE FALCON

Cy Appearance Approval
APPROVAL DATE

Budget & Purchasing

BUDGET APPROVED
APPROVAL DATE

MANDATORY POST EVENT ASSESSMENT

Name of Person Filling out Assessment*
Was the event a success? *
File uploads may not work on some mobile devices.
This documentation is REQUIRED by the Student Business Office
File uploads may not work on some mobile devices.
This documentation is REQUIRED by the Student Business Office
Did you encounter any unforeseen problems?*
Was the Student Life request process helpful? *
Were the needs of your organization/event well supported by Student Life staff?
How would you rate your satisfaction with Student Life at LSC - CyFair? *
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