Organization Forms

  Budget: Budget Forms for SGA Funds
 
This form must be filled out if you would like to request funds from SGA for event/travel expenses for your organization:
  • The estimated cost for your event and/or travel is required.
  • After the form is submitted, SGA determines how much they can assist in funding your organizations event and/or travel.
  Budget: Direct Deposit Authorization
 
This form is used to obtain new vendor's bank account information for the purposes of payment:
 
  • Choose University of Houston-Clear Lake as the state agency you are affiliated with.
  • Choose No on the question which is asking you if the payee is a state employee.
  • Section 1 (Transaction Type): Choose New Setup
  • Section 2 (Payee Identification): A Payee Type (Vendor or other recipient) will automatically be chosen for you. 
  • Next choose Employer Identification Number (EIN) and enter the organizations EIN, name, phone (281-283-2560) and address (2700 Bay Area Boulevard Houston, TX 77058).
  • If the organization does not have an EIN please contact the Coordinator of Student Organizations.
  • Section 3 (Financial Institution): Fill out your Organization's bank account information.
  • Section 4 (International Payments Verification): choose No.
  • Section 5 (Authorization for Setup,Changes or Cancellation): sign and date are required.
  Budget: Employer Identification Number Instructions
 
An Employer Identification Number (EIN) is a number that the IRS assigns business taxpayers and nonprofit organizations:
  • With an EIN number, student organizations can establish nonprofit organization accounts at local banks and credit unions under the organization's name and not under a certain officer or member's name.
  • It is easier to manage if the organization name is on the account and easier to transfer authorizers when student officers switch each academic year.
  Budget: Gift in Kind
 
The Gift-In-Kind form needs to be filled out if your organization is receiving a donation from outside of the University of Houston Clear Lake.
Once the form is completed it must be turned into the Office of University Advancement (B1604).
 
  Budget: Vendor Setup Cover Sheet
 
This form is used to inform our vendor system of the type of vendor your student organization will be:
  • On this sheet the name will be the name of the student organization.
  • The Phone Number and Email will be an individual contact for the student organization.
  • Under vendor classification (select one), please choose Other.
  • Where the form asks you to explain, please write Student Organization.
  Budget: Purchase Voucher Info Sheet
 
This is a form used by the Student Government Association to give refunds to student organizations requesting refunds for individual or group activities:
  • These events and amounts must have been approved by the student government during a regular scheduled meeting.
  • This completed form needs to be turned into the SGA and needs to be turned in within four (4) weeks after the event.
  Budget: W-9
 
This form is used to give our vendor system your Student Organizations taxpayer information:
  • Name: enter the full name of your Student Organization.
  • Tax classification: choose the option of Other and enter Student Organization.
  • Part I - Taxpayer Identification Number: enter your organization's EIN. If the organization does not have an EIN please contact the Coordinator of Student Organizations.
  • Sign and date are required.
  Event Planning: Atrium I Setup
 
This diagram of Atrium I must be turned in with the Facilities Request Form if your organization would like to use Atrium I for an event:
  • You must also draw on the diagram what sort of setup you will need for the event.
  • On the day of the event everything should be set up according to the diagram that your organization has provided.
  Event Planning: Atrium II Setup
 
This diagram of Atrium II must be turned in with the Facilities Request Form if your organization would like to use Atrium II for an event:
  • You must also draw on the diagram what sort of setup you will need for the event.
    On the day of the event everything should be set up according to the diagram that your organization has provided.
  Event Planning: Facility Request Form
 
The Facilities Request Form must be turned in with the Notice of Event Form in order to hold an event on campus:
  • The Facilities Request Form needs to be submitted no less than two week before the date of your event.
  • The dates and times you are holding your events are required to provide.
  • The final section of asks if you will be serving any kind of food. If no, please circle the N/A spot on the form; if yes, you need to provide us with a Food Permit.
  • On the second page of the form you can circle the spaces you want to reserve.
  • You need to attach diagrams of how you want your requested space set up.
  • Once you have filled out and turned in the paperwork the Student Life Office will send the request to scheduling.
  • Once your event has been approved we will send all the officers in your organization a confirmation form.
  • You need to have the confirmation form attached on your email with you at all times during your event.
  Event Planning: Forest Room Set-up
 
This diagram gives you many options on how to arrange the Forest Room if none of the options work for you, you can design your own set up.
As with the other diagrams your organization must turn a copy of the Forest Room diagram with the Facilities Request Form if you plan on using the Forest Room for your event.
 
  Event Planning: Garden Room Setup
 
This diagram gives you many options on how to arrange the Garden Room if none of the options work for you, you can design your own set up.
As with the other diagrams your organization must turn a copy of the Garden Room diagram with the Facilities Request Form if you plan on using the Garden Room for your event.
  Event Planning: Bayou Theater Rental Fees
 
Required rental fee: Staff fees must be included when considering the cost for Bayou Theater rental. Internal rates available. 
 
Contact the Bayou Theater as follows: 
 
  • For general information,
    including availability and pricing, email BayouTheater@uhcl.edu.   

  • For technical logistics,
    email Robert Nagle, the theater supervisor, at NagleR@uhcl.edu.
  Publicity: Bay Area Blvd Electronic Marquee Announcement
 
 If you would like to post your organization's large events (not bake sales or general meetings) on the Bay Area electronic marquee sign, please contact the Communications Department and they will review the request for approval:
The electronic sign on Bay Are Blvd by UHCL Entrance 1 can handle a limited amount of characters.
Please limit your announcement to a short version of your event title, abbreviated date (Example: Sept 28), and time (Example: 5-7p).
Event location is not fit. Please note that if you send a message request that is not fit, the Communications Dept. will shorten it and may not contain all that you have requested.

Communications Department Contact: Signs@uhcl.edu 
  Publicity: Campus TV Advertisement Instructions
 
Student Organizations have the ability to post electronic advertisements on the UHCL campus televisions located throughout the buildings on the UHCL main campus and at Pearland:
  • Student organizations are allowed to submit up to 5 slides advertising the same events or different events.
  • Student organizations are responsible for tracking what slides they have in circulation.
  • Read the instructions further for more important information.
  Publicity: Flyer Postings, Glass Cases, and ADA Statement
 
  • Student organizations are allowed to post no more than thirty-five (35) flyers throughout the UHCL campus.
  • Each building on campus has designated areas for general flyers. Student organizations are to post only in those areas.
  • Bring your 35 printed flyers to the Student Life Office for review and approval. The front desk student staff will stamp all flyers for approval. The stamps are valid for 30 calendars days or when the event date has passed.
  Risk Management: Alcohol Registration Form
 
This form must be filled out if you would like to have alcohol present at your event:
  • You must read the policy and agree by signing where indicated.
  • A faculty/staff member must also sign the form; this will most likely be your adviser for your organization.
  • You will be notified once your registration has been confirmed.
  Risk Management: Travel and Regulation Waiver
 
These regulations apply to any travel by a student organization registered at UH-Clear Lake and any travel in excess of 25 miles that is undertaken by one or more currently-enrolled students that is organized or sponsored by the university and/or a registered student organization:
  • The travelers need to complete an official university waiver and release form, verifying that they understand and accept the risks associated with the travel event and assuming responsibility for their behavior.
  • This waiver need to include the identity of the travelers, dates of travel, mode of travel, destination, purpose of trip, signatures of the travelers, and emergency contact information for each traveler.
  • The waiver and release forms need to be completed in advance of the trip and a copy of each of the forms must be left on file in the Student Life Office in advance of the trip.
  • Failure to do so may jeopardize reimbursement of expenses from any university account, including Student Government Association funds.
  • All information need to be completed and turned into the Student Life Office at least 2 weeks prior to travel.