Forms and Policies

Our office tracks group activity as a way to gauge merit based awards, reserve space on campus, and to make sure everything is organized.

Starting Your Event

• Event Planning and Scheduling Form - Please proceed to Community to start this information.
  Use this form to schedule all events, meetings, table reservations, etc.
• Cancellation Policies and Fees
  Be sure you are familiar with these policies for the room your group is using.
• Waiver, Release, and Hold Harmless Agreement
  Events that require travel, physical contact, or are deemed high risk must have waivers on file for each participant

Working Together

• Community Service Volunteer Report
  Use this form to validate your groups service.
• Event Co-Sponsorship Form
  Use this form to if you plan to work with another on-campus student group for an event.
• Event Co-Sponsorship Proposal
  Use this if your group plans on collaborating with an off-campus entity.
• Solicitation Letter
  Submit if your group is collecting items for a charity. 

Food Policies

• Food Use Policy
  See this policy to ensure your event is in compliance with university standards.
• Branded Foods at IPFW
  See this sheet about which brands have rights.
• Alcohol Service Packet
  If your group is considering serving alcohol at an event, you must meet with the Activities Coordinator and submit all paperwork at least one month in advance.

Other Forms

• Kettler Table Map
  Here is a map of tables that student organizations can reserve by submitting an Event Planning and Scheduling Form.
• Past Activity Credit
  Use this form to receive credit for past events that took place but were not documented.

Please use the Community software for students and student organizations. Log in to www.ipfw.edu/my-community to complete many of the necessary forms.

Annual Forms and Training 

1. Report Form
   Organizations will become inactive in Community unless this form is completed. Forms may be turned in after June 1 for the upcoming school year. Each year, this form is due within one week of officer trainings and no later than October 1st. If any officers change positions during the year, this form must be completed and turned in again.
2. Advisor Responsibility Form 
   All groups must have a current advisor and updated form on file. 
3. Officer Training
   All elected officers are required to attend the training. Scheduled in the fall and spring semesters; see the below timeline.
4. Volunteer Paperwork
   Anybody who will be involved with your club and is NOT IPFW student, faculty, or staff will need to submit this paperwork, in person, to the Student Life office. This includes those who are paid by, or volunteers of, a national organization to support a local chapter at IPFW.  
5. Organization Member Report Required for to be submitted by December 1 with a complete member list.

Other Important Forms and Policies

1. Student Organization Handbook
   Cozy up with a warm drink and enjoy reading about all the details of being a club officer! 
2. Advisor Handbook the how-to of how for advising student organizations and club sports.
3. Student Senate Constitution Request Form
   Use this form if your group would like to make changes to your current constitution.

Officer Training Time Line

FALL

Fall Officer Training Week

• Monday, September 19 - 12:00pm-1:30pm in Walb Union 222-4-6
• Wednesday, September 21- 1:00pm-2:30pm in Walb Union 222-4-6
• Thursday, September 22 - 9:00am-10:30am in Walb Union 222-4-6
• Thursday, September 22 - 5:00pm-6:30pm in Walb Union 222-4-6
• Friday, September 23 - 10:00am-11:30am in Walb Union 222-4-6

Makeup Trainings

You must speak to the Activities Coordinator if you need to attend one of these trainings

• Wednesday, September 28 - 12:00pm-1:30pm in Walb Union 222-4-6
• Thursday, September 29 - 3:00pm-4:30pm in Walb Union 222-4-6

SPRING

1. Early Spring Officer Training Week
   Second or Third Week of Spring Semester - Two sessions will be offered to groups who have had officers resign and new officers named, are newly formed, or who have missed the October 1st deadline.
2. Late Spring Officer Training Week
   Second Week of April - Two sessions will be offered to groups who have spring elections or who are newly formed. 

We are excited to introduce our new Community software to students and student organizations! Log in to www.ipfw.edu/my-community to complete many of necessary forms!

There are several privileges granted to members of recognized student organizations including the ability to rent university vehicles and be covered by university insurance during travel. If your group is planning on traveling soon, there are a number of forms to make sure you're covered; some take a few weeks, so plan ahead!

Forms
Forms 1-4 are required for every trip, form 5 is only required if driving is involved, form 6 is recommended for international travel, and 7 is optional.

1.  Fill out the new Event Planning and Scheduling Form in Community by loging in to www.ipfw.edu/my-community (previous Event Planning and Scheduling Form is no longer available) 
   Submit this form for all club events, meetings, and travel.
2. Organization Trip Form
   Use this form to list attendees, provide additional information, and request a university vehicle if necessary.
3. Waiver, Release, and Hold Harmless Agreement 
   Submit a waiver for each member going on the trip.
4. Trip Itinerary
   Please email a rough itinerary detailing your group's scheduled activities.
5. Request for Driver Authorization
   Submit this form to request driver authorization. The cost is $11-14 per person so we recommend having 2-3 permanent drivers for your group each year.
   
   • Local Travel Only - Driver Self-Assessment
     If your travel is within city limits, there is no need for a full Driver Authorization, just double check this sheet to make sure you are qualified to drive on University business.
6. International Trip Insurance
   Submit if your group is planning international travel for international medical/evacuation insurance
7. Trip Insurance - National Travel
   If your group would like to purchase insurance during travel, please contact the Activities Coordinator

Policies
Please see the below documents for further travel explanation.

• Purdue's Vehicle Use Policy
  For maximum protection during travel, make sure your group is in compliance with this policy.
• IPFW Vehicle Rental Policy and Procedures 
  We have a number of vehicles student organizations can use, view this page for details.
• Vehicle Insurance Options 
  Use these guidelines to determine your best insurance option during travel.

Accurate financial records and adequate funding is a basic component of a successful organization. All official Bursar activity should be conducted at the Bursar using the binder designated for your group.

Fundraising Forms

Fundraising Guidelines and Approval Form 
Make sure to have fundraising approval before your event.

Solicitation Letter Template
Use this template to submit a letter if your group is collecting items on campus.

Student Government Funding Request and Policies
This link will take you to IPSGA's website where you can access all the necessary documents funding requests.

Payments and Purchasing

Memorandum of Agreement
Use this form as the written agreement that is required if your group is paying for services.

Request for Check from Student Organization Funds Form
This is an example of the form you will use to request funds from your group's Bursar account.

Tax Exempt Form
As an extension of the university, groups do not pay sales tax; show this form at checkout for all club purchases.

Depositing and Income

Account Book Ledger Form
This is an example of the form you will find in your group's Bursar binder.

General Account Deposit Form
An example of the form used to deposit funds into your Bursar account.

Ticket Request Form
Use this form to request printed admission tickets for your approved event.

Conference Room Reservation Request
Need a quite meeting place? We have an eight (8) person conference room for groups to use.

Locker Application
Student Life has a number of lockers that can be used by student organizations.

IPFW.edu E-mail and Web Space
Contact the Activities Coordinator if your group would like to have web space on IPFW's network. This also gives you a @students.ipfw.edu e-mail address for your group. Please include what you would like your user name to be in your request

IPSGA Machine Rental
Student Government has a number of different machines groups are welcome to use to make cotton candy, buttons, slushies, and more!