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Run: Extracurricular Club and Activity Sponsor Approval and Roster Form

Track approval for an extracurricular club or activity, assign a sponsor, and capture the member roster in one place. Use it to document oversight, meeting d...

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Submission Details

Request title (required)

Short name for the club or activity request.

Request date (required)

Date the request is being submitted.

Submitted by (required)

Name of the person submitting this form.

Contact email (required)

Email address for follow-up about this request.

Club or Activity Information

Club or activity name (required)

Official name of the club or activity.

Activity type (required)

Select the category that best describes the club or activity.

Purpose summary (required)

Briefly describe the purpose, goals, and expected participant benefit.

Meeting frequency (required)

How often the club or activity will meet.

Meeting location (required)

Primary location where meetings or activities will occur.

Expected start date

Planned start date for the club or activity.

Sponsor Assignment

Sponsor or advisor name (required)

Name of the staff member or approved sponsor responsible for oversight.

Sponsor email (required)

Email address for the sponsor or advisor.

Sponsor role (required)

Role of the sponsor in relation to the club or activity.

Sponsor acknowledgment (required)

Confirm that the sponsor understands oversight responsibilities, attendance expectations, and applicable policies.

Yes No N/A

Participation and Roster

Roster method (required)

Choose how roster information will be provided.

Roster file

Upload a roster file if you are not entering members manually.

Member roster

Add one row per member when entering the roster manually. Collect only the minimum necessary information for oversight.

Special Requirements and Review Notes

Does this club or activity have special requirements? (required)

Select yes if the activity needs transportation, equipment, supervision, or other special arrangements.

Special requirements details

Describe any transportation, equipment, accessibility, safety, or supervision needs.

Review notes

Optional notes for approvers, including policy references, conditions, or follow-up items.

Data use acknowledgment (required)

I understand the submitted information will be used for approval, activity oversight, and recordkeeping, and that only necessary personal data should be provided.

Yes No N/A

Approval and Audit Trail

Approver name

Name of the approver handling this request.

Approval status

Current decision on the request.

Approval date

Date the decision was made.

Decision comments

Notes explaining the approval decision, conditions, or rejection reason.

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Email (required)

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