Calendar Clearance for Student Events

The Department of Student Life provides recognized student organizations with the opportunity to make reservations for space on campus for meetings, lectures, speakers parties and special events.

Procedures for Calendar Clearance:

1. Blank requisitions can be picked up by student organizations who wish to schedule an event during the semester.  Requisitions can be picked up from Fran Goldberg in the Department of Student Life, University Center Room 24.
2. Student will advised of the pass procedure and general information about scheduling an event as necessary.
3. Completed requisition forms should be submitted to Fran Goldberg.  Office of Special Events will not accept requisitions from students. (See Important Reminders for Time Deadlines)
4. Once the request has been reserved on Banner's facility screen, Fran will send the typed pass to the appropriate Student Life Liaison for distribution to student organizations.
5. A calendar clearance notification form will be placed in your organization's mailbox alerting you to contact your liaison regarding the indicated event, OR the organization member who filled out the pass will receive a phone call from their liaison alerting them their pass is ready to be picked up.
6. Your liaison will then advise you regarding the necessary signatures needed to complete your pass. 
7. Students then must obtain all appropriate and necessary signatures for their pass process to be completed.
8. Students will then hand in completed pass to Fran Goldberg and submit a copy to their liaison.  ALL passes MUST be received no later than one (1) week prior to the date of the event.
9. Upon completion, students may pick up an Event Checklist from the Managers Office in the University Center.

Important Reminders:

• There must be a four-day period, minimum, in order to process each space requisition.
• You can only submit completed space requisitions before 12pm daily.  Any requisition submitted after 12pm will not be processed until the following day, which will expand the four-day processing period.
• All space requisitions must be completely filled out including the name of your organization.
• Only one party or mixer will be permitted on a Friday or Saturday per organization per semester.
• Requisitioning an event does not guarantee you will receive the date you are requesting - remember to list an alternate date.
• Fran Goldberg will maintain communication with Office of Special Events in regards to the upcoming events.
• An event is not officially reserved until the completed, signed pass is returned to Fran Goldberg and then forwarded to Office of Special Events.
• The completed pass must be returned to Fran Goldberg five (5) days prior to the date of the event. 
• Make sure to schedule time to discuss the set-up requirements of your event with the UC Staff and your Student Life Liaison
• Do not wait until the last minute to get passes signed!
• If a pass is not returned to Fran as of the day before an event, your Student Life Liaison has the ability to cancel the event. 

For more information, please contact:
Fran Goldberg
Department of Student Life
Bent Hall- Garden Level, Queens Campus
(718) 990-1369
goldberf@stjohns.edu