Forms & Documents

MU Third Floor Conference Room Reservations

Reservations for the Mee, Moss, or AMC Room are on a first-come, first-served basis. Please check the calendars for room availability before requesting or visit the ASUCD HQ front desk in room 347 of the Memorial Union.

When reserving a conference room, you are agreeing to clean up after meetings by returning chairs to the correct room layout, throwing away all trash that was left, turning off the projector, raising the projector screen, and ensuring all belongings have been collected.

• Conference Room Request Form
  • Mee Room Calendar
  • Moss Room Calendar
  • AMC Room Calendar

All questions regarding room reservation should be directed to [email protected].

ASUCD Vehicle Reservations 

We have a Ford F-150 truck, a 4-seater GEM Cart, a 2-seater GEM Cart, and an electric bike available only for ASUCD staff and students to check out. Before you use the vehicle for the first time, you must fill out our Vehicle Use Agreement form (signed in-office) as well as complete our Safe Driver Awareness Training (online). 

• ASUCD Vehicle Reservation Form
  • Pickup Truck Calendar
  • GEM Cart 2 Seater Calendar
  • GEM Cart 4 Seater Calendar
  • Electric Bike Calendar

All questions regarding equipment check-out should be directed to [email protected].

ASUCD Tabling & Event Materials 

The HQ front desk has larger items and tabling swag available for check-out on a first-come, first-served basis. For other equipment reservations, such as work lights, solar lights, wagons, white boards, the laptop, the projector, speakers, microphones, and the ECOFlow generator or battery, please visit the HQ front desk or email [email protected]. 

• Event Equipment Request Form (tables, tents, A-frames, feather flags)
• Tabling Materials Request Form (Swag giveaway)

All questions regarding equipment check-out should be directed to [email protected].

Event & Performance Documents

If you are planning an event, please fill out the Early Event Intake Form as a required first step for all ASUCD events. The purpose of this form is to help us be aware of upcoming ideas as early as possible so we can support you. For any requests to pay a performer at an event with your Unit's budget fund, please read the attached instructions and complete the Request to Pay Performer Form. 

• ASUCD Early Event Intake Form - Required first step for all ASUCD Events
• ASUCD Request to Pay Performer Form 
  • Instructions for Completing Performance form
  • UCD Performance: General form 

Access Forms

Once you are officially onboarded by ASUCD, you may request access to your Unit's office through Aggie Access, your Unit's SiteFarm website, and your vacancy email (if any). Please note that we may verify your credentials with your supervisor or Unit Director before granting access.

• Aggie Access Request Form 
• SiteFarm Editing Access Request Form 
• ASUCD Email Request Form 

ASUCD Key Loans

The ASUCD HQ Office has keys available to check out. Please fill out the key loan form attached below and return it to ASUCD HQ front desk in Room 347 of the Memorial Union.

You must have the form signed by the Unit Director in order to be given a key. A $15 deposit is required to check out keys. At this time the ASUCD HQ office only accepts cash or check payments.

• Key Loan Form

All questions regarding ASUCD keys should be directed to [email protected].  

ASUCD Vacancies

As a Unit Director or supervisor, you may request to post job/position vacancies for your unit through the official ASUCD Vacancy site, vacancy.ucdavis.edu. Please fill out the forms below to request or change a vacancy posting. 

• Vacancy Request Form
• Vacancy Listing Change Form

For more information on how to complete these forms, go to our Vacancies page. 

ASUCD Personnel

• Change of Status Form v6.23
  • Used for: Termination, Extending Appointments, Promotion, Longevity/Special Recognition
• Form PP1a - Dual Employment Request V11.23
• Form PP1 - Hiring Notice v12.23

For more information on how to complete these forms, go to our Hiring Information page.

ASUCD Volunteer Packet

Anyone who volunteers for ASUCD, whether for a single event or for a specified time, needs to complete a Volunteer packet and sign the Oath & Patent. Please note that the Oath & Patent is only accepted when signed in front of a witness.

• Volunteer Packet and Oath & Patent
• Volunteer Packet
• Oath & Patent

For more information on how to complete these forms, go to our Volunteer page.

Purchase Request Forms

All purchases for Unit use are requested through ASUCD HQ and will be verified using this year's ASUCD Budget. Please have the 6-digit activity code, financial department, or Senate Bill you're using to fund the purchase ready when you fill out the form.

• ASUCD Supplies Purchase Request Form 2026-2027
• ASUCD Catering Purchase Request Form 2026-2027
• ASUCD Foodware Check Out Form

All questions regarding purchasing requests should be directed to [email protected]. 

Travel Forms

Any group traveling for ASUCD purposes or on behalf of the University needs to notify the HQ office and Administrative Coordinator at least 2 weeks before the event start date (as soon as possible is preferred). 

• ASUCD Traveling Request Form - to request travel for an event
• Lodging - ASUCD Corporate Card Request - filled out by the Unit Director/Planner
• ASUCD Pre-Event Attendee Form - filled out by every attendee for the event

Please email [email protected] with all questions regarding Unit travel and for a full rundown of how/when to complete the above forms for your event.

All other forms

• Entertainment Expense Reimbursement Form
• Missing Receipt Form
• Purchase Requisition Form
• Staff Development Request Form