Several forms are available in the Admin area to authorized leaders of recognized student organizations. The forms can be accessed as follows:
- Login to Get Involved.
- Click the “Admin” link at the top right. This will take you to the Admin area. If there is no Admin link, you are not authorized and should check with your organization’s Chief Student Leader.
- Check the organization shown at the top left to ensure you are working with the correct organization. If you are a leader in multiple organizations, you can switch to the correct one by using the “Change Organization…” search at the very top of the page.
Event Planning Form
The event form for recognized student organizations is important to be able to provide critical thinking on event planning, risk management, and how to mitigate those risks. The Event Planning Form allows student organizations to connect with university resources efficiently to ensure their event is a success.
If you have the right permissions, you can access this form within the Admin area:
- Click “Events” on the navigation menu on the left panel.
- Click “All Events” on the submenu.
- Click the “Add Event” button.
- Complete the basic event information form (name, date, time, location, …) and click the “Save” button.
- Complete the Event Planning Form that is presented.
Helpful Resources: An online training module for Utilizing the Get Involved Event Planning Form is available as is an Event Form Guide (PDF).
Event Planning Form Reviewers (not Approvers): In addition to clicking the link in an email requesting your review of an event proposal, you can also get to the review section by clicking the “Dashboard” link at the top right of the home page after logging in, clicking “View Reviews” on the next page, then clicking the appropriate review title from the list that is shown.
Do More With Events: After submitting your Event Planning Form, Get Involved will help you do more with your event including promote it, accept RSVPs, track attendance, and analyze demographics of your audience.
Sales and Solicitation Permit Request Form
Per University Rule 21.99.09.M0.03, recognized student organizations, departments, colleges, and divisions wishing to solicit donations or to make sales and/or rentals to an open audience on Texas A&M University property are required to obtain a Sales and Solicitation Permit Form approved by the Department of Student Activities. This form replaces the former Concessions form.
If you have the right permissions, you can access this form within the Admin area:
- Click “Events” on the navigation menu on the left panel.
- Click “Sales and Solicitation” on the submenu.
- Click the “New Permit Request” button.
- Follow the instructions presented. A separate form must be submitted for each location, even if the date(s) and time(s) of the activity match other requests.
When a sales and solicitation permit request is submitted, it goes through several stages for full approval. At any point in the review process, the request can be returned for revision. Within your organization’s “Admin” page under Events -> Sales and Solicitation, you can check the status and location of your permit request.
Status: Initiated
When a sales and solicitation permit has been started but not submitted, its status will be listed as “Initiated.” To move the permit forward in the process, open the incomplete form, finish filling it out, and then press “Submit” at the bottom of the page.
Status: Submitted
Once the permit request is submitted, the form will be reviewed by the following areas in this order:
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- Initial Review – The Student Organization Leadership & Development (SOLAD) team will check to make sure your form has all the correct documentation. If anything is missing, the permit request will be sent back to the initiator with comments. The form must be initially submitted five full business days in advance of the event and any initial revisions must be completed within three full business days of the event.
- Chief Student Leader – The Chief Student Leader must review and acknowledge the sales and solicitation permit, even if they were the form’s submitter.
- Advisor – Any of the organization’s advisors can review and acknowledge the sales and solicitation permit form. Only the Primary Advisor will receive email notification for this review; however, anyone listed as an organization advisor can access the review by logging in to Get Involved, clicking “Dashboard” in the upper right corner, selecting “Reviews” on the next page, and then clicking the Sales and Solicitation Link on the following page.
- Building Proctor – The building proctor for the location of the event will need to review and sign off on the permit. Note that building proctors may have specifications for how much advance notice they’ll need in order to sign off on the permit.
- Sales and Solicitation Administrator – The Sales and Solicitation Administrator, a member of the SOLAD team, is the final approval on all Sales and Solicitation Permit Forms. This individual checks to make sure all permissions have been acquired and all appropriate documentation is attached. Forms must reach this phase at least 1 full business day in advance of their events to allow sufficient time for review.
*Once a permit has been approved, it will be emailed to all parties.
Status: Active (approved)
Once approved, the activity is authorized to occur as planned.
Status: Expiring (request was submitted at least 5 months earlier)
Past requests will continue to be viewable for at least one year as a reference in case an organization would like to see what was done the previous year.