TMCC

Student Government Association

SGA On and Off Campus Events Procedures

Procedures are current and approved by the SGA Senate as of August, 2014

On Campus Events| Off Campus Events

Overview

This information is intended for recognized TMCC clubs and organizations only.

Student club/organization members need to conduct themselves in a manner which reflects positively on the College at all times. Students and advisors may be held accountable for their actions under the Nevada System of Higher Education (NSHE) Code Title 2, Chapter 6.

Advisors should address concerns about the possible violations of College policies to the Student Activities and Leadership (SAL) Coordinator.

The Student Activities and Leadership Coordinator (or designee) may approve submitted on- or off-campus event requests submitted during Summer and Winter sessions, when the SGA Senate does not regularly convene. Event requests are held to the same guidelines as event requests submitted during the Fall and Spring semesters.

For additional information regarding this information or the TMCC club and organization event approval process, please contact us.


On-Campus Events Back to Top

All SGA club/organization events require completion of the SGA Event Request form to host or attend events or activities at TMCC.

All club/organization events must be approved by the SGA Senate prior to the event or activity taking place. Additional approvals are required from the TMCC President’s Cabinet if the event meets any of the following criteria:

  • Events with 50 or more people.
  • Events that will be held off campus, in SIER108, VSTA206, or the Student Center.
  • Any event that brings a dignitary, Very Important Person (VIP), or high-profile speaker on campus.
  • Charity drives.
  • Any event for which sales are involved.

Due to the need for multiple approvals and adherence of the Nevada Open Meeting Law, on-campus event request forms must be submitted by noon at least 17 business days prior to the event. Event request forms that are submitted late may not be considered.

Clubs/organizations planning an event or activity are required to reserve the space and contact the appropriate departments for any additional event needs including, but not limited to equipment and sound.

A TMCC inter-departmental campus committee will meet weekly to discuss proposed events. The event requestor and club/organization advisor will be sent an email regarding the date of the meeting. The requestor or a designee knowledgeable of the event must attend the meeting in order for the event to be considered by the SGA.

Instructions

To schedule a weekly club meeting, please contact the Scheduling Office directly.

All recognized TMCC clubs and organization events require SGA approval. An "event" is considered anything that is not a meeting. SGA approval must occur a minimum of ten days prior to the scheduled event date, per TMCC Facilities Services. Therefore, the entire approval process generally requires that you submit your event request no fewer than 17 business days in advance of your event (7 business days prior to next scheduled Senate meeting for approval + 10 business days prior to event).

Submit the SGA Event Request form at least 17 business days in advance of your event. You will be invited via email to attend the next TMCC Student Event Management (SEM) meeting. You will have the opportunity at that time to present your event to the TMCC departments involved in the event process, including the Scheduling Office, Facilities, Media Services, Police, etc.

Final event approvals occur during SGA Senate meetings. Your event request must be on the SGA Senate meeting agenda to be considered for approval. Plan to attend both the SEM meeting, and Senate meeting where your event is scheduled for approval in order to answer any questions that the departments or board may have.

Additional Approvals

Events that meet the following criteria require additional approval from the TMCC President's Cabinet (President's Cabinet approval will be requested when events are added to the SGA Senate Meeting Agenda):

  • Events with 50 or more people
  • Events off campus
  • Events held in SIER 108, VSTA 206, or the Student Center
  • Any event that brings a dignitary, VIP or high-profile speaker on campus
  • Charity drives or any event for which sales are involved

Off-Campus Events Back to Top

All SGA club/organization events require completion of the SGA Event Request form to host or attend events or activities off campus.

All off-campus club/organization events must be approved by the SGA Senate prior to the event or activity taking place. Off-campus events require additional approvals from the President’s Cabinet, potentially the Dean of Student Services, and the TMCC Travel and Risk Management Offices.

Due to the need for multiple approvals and adherence of the Nevada Open Meeting Law, off-campus event request forms must be submitted by noon at least 30 business days prior to the event. Event request forms that are submitted late may not be considered.

Instructions

Submit the SGA Events Request form at least 30 business days in advance of your expected event/travel date to ensure approvals are made in a timely manner.

Approval Process

Off-campus events must be approved by the SGA, the President's Cabinet, and potentially the TMCC Budget and Planning's Travel Office.

Event approvals occur during SGA Senate meetings (agendas are posted online). Your event request must be on the SGA Senate meeting agenda to be considered for approval. Plan to attend the meeting where your event is scheduled for approval in order to answer any questions that the board may have.

Required Attachments

  • Copy of valid driver’s license for any student(s) who will be driving, and proof of insurance for vehicle(s) being driven.
  • Trip itinerary, including official conference schedule.
  • Activity Waiver, Release and Indemnification Agreement for each student attending any TMCC off-campus event.
    Describe in detail all activities the student will be participating in and the appropriate risk involved. If the student attending is a minor, parent or guardian signatures are required. This form must be approved by the Student Leadership and Activities Coordinator prior to obtaining signatures.

Additional Attachments (required for events outside of Reno)

  • Prior to travel:TMCC Travel Request form must be completed for all events outside of Reno at least 10 business days in advance of the trip.
  • After travel:TMCC Travel Expense Claim form must be completed for all events outside of Reno no more than 15 business days after the completion of the trip.

Required Travel Documentation

The following are common travel expenses which may be reimbursed. Proper documentation is required for these expenses.

  • Airfare: Need statement showing the details of the trip including the traveler’s name, departure/return dates and destinations.
  • Car rental: Provide a finalized billing.
  • Gas receipts related to a car rental.
  • Taxi, shuttle bus, or train receipts.
  • Parking costs: Provide the parking receipt.
  • Conference registration: A copy of who is attending, dates of the conference and a detailed listing of what conference fees pay for, must be included.

TMCC SGA Credit Card Guidelines

Due to limitations on the TMCC SGA credit cards, only certain items may be purchased by credit card before an event.  Expenses that cannot be paid by SGA credit card may be reimbursed after the trip using the TMCC Travel Claim form.

Allowable Credit Card Charges

  • Airfare
  • Car rentals
  • Conference registration
  • Lodging
  • Gas

Credit Card Charges NOT Allowed

  • Meals

Reminders

  • Keep all original receipts, including itemized receipts, if you wish to be reimbursed through your SGA account.
  • Any student who is not an employee (or official volunteer registered by TMCC's Human Resources office) is not covered by TMCC health insurance or any other insurance coverage from TMCC. If a student participant is injured, the expense must be covered by his/her own personal insurance coverage.
  • TMCC event participants may only share rooms with those of the same gender. Advisors must not share rooms with students.