Forms

Club Forms

Club Registration -This form is needed to update clubs current contact information. It is also a way for SAE to keep track of which clubs and organizations are still active and which clubs are not.
Annual Report Form – All clubs must file this form by the end of the spring academic term.
Sample Constitution -This document helps new clubs who are trying to form and need help creating a constitution.
Faculty Advisor and Student Organization Relationship Agreement – The Faculty Advisor and Student Organization relationship is a very important one. Having your Faculty Advisor fill this out will help them understand what their role is as your advisor.

Event Planning Process - If your club needs help developing an event and aren’t sure where to start, this will help your club get started:
Questions to Ask Yourself When Organizing an Event – When planning an event there are a few very important questions you should be asking yourself. This helps you know which questions you should be asking.
Event Planning Worksheet – During the event planning process it can get confusing what you have done and what hasn’t be done yet. You this worksheet to help you track what you have done and what still needs to be done.
Event/Room Reservation Applications – These forms are used to reserves rooms for events and meetings. They must be submitted to SAE 10 days prior to event.
Sound Tech Request Form - This form is used for any event that needs the sound support from SAE.
Equipment Rental Form – Form for clubs requesting SAE equipment.
Co-Sponsorship Agreement – This will help you diced which club will be in charge of what while planning a Co-sponsored event.

Finance Committee Budget Proposal – Finance Committee Budget Proposal
Club Audit Form – To be submitted at the request of the Finance Committee
Organization Credit Card Approval – Form groups must fill out to use the student credit card
Club Cash Transmittal Form - Form to put money into your club account.
Purchase Requisition / Check Request - Form for groups who need to be reimbursed or if they need to request a check.
Invoice - This form must be completed and submitted to SAE before a check for a performer can be processed.

Gift Log – This form MUST be submitted when any student club or organization is giving out prizes or gifts or gift cards.
Vendor Application Form - This form must be completed and submitted to SAE before a check for a performer can be processed.
Business Meals – Click to learn what qualifies as a business meal and the procedures that must be followed.
Reimbursement Request – Use this form to submit reimbursement requests. This form must be used for ALL reimbursement requests EXCEPT TRAVEL Reimbursement Requests.

Performer’s Contract - This form is an Official UMW contract and may be used if a performer does not provide their own contract.
Addendum to Contract - This form must accompany any performer’s contract. Not needed with the UMW Performer’s Contract.
Vendor Application Form – This form must be completed and submitted to SAE before a check for a performer can be processed.

State Vehicle Request Form - This form is used if a club needs to use the UMW Vans.
Request for Travel - This form must be used if a group is wanting to travel a long distance and is needing to spend the night somewhere. See the Accounts Payable website for more details.
Student Travel Emergency Contact Form and Conference Waiver - This form is used for any student who is traveling for a UMW event.

Digital Sign Templates – Work with the SAE staff to have your announcement show on the flat screen digital displays located in Seacobeck Hall, the Fitness Center, the Campus Center, and at the Stafford Campus. For more information e-mail infoscreen@umw.edu. Be sure to include the dates you would like to run your announcement in your request.
UMW Posting Policy – This is what you need to know about what and where you can post advertisements on campus.