Our tradition.
Your opportunity.
CAHS Program Planning Approval Form
This form is recommended to be complete four to six
months before the date of the event.
Date:
Coordinator Name:
Phone:
Date of Event:
Event Title:
Department:
Email:
Time of Event:
CEP
Event Location:
What do you hope to
achieve with this
event? (purpose)
Is this an annual event?
No
Yes
Executive Summary
Indicate how this program is tied to the CAHS Strategic Plan.
(Reference pages 20-27 of “The Plan” for details)
Vision:
Goal:
Objective:
Vision 1: Student Magnet
Indicate how this program is tied to the Combined Research and Extension Plan of Work.
(Reference page 10 of the POW for details ; see CAHS website under Resources tab)
No:
Program Name:
Intended Audience:
Targeted # of Participants:
Provide a brief summary of the program:
Prairie View A&M University
Our Tradition. Your Opportunity.
2
Program Planning Questionnaire
Circle one:
Will attendees pay a fee to attend?
Will you need volunteers?
Does the event require an overnight stay?
Will the program require contractual agreements?
Do you expect international attendees?
How will attendees arrive at the program? Mode of transportation
Will food be served at the program?
Will there be an awards ceremony?
Does the program include a field trip?
Will emergency management services be needed for participants?
Will you collaborate with external partners?
Will you need to use the farm or resources facility?
Is there grant funding you secured?
Will marketing, communications or iT services be needed?
Yes
Yes
Yes
Yes
Yes
Public
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
Private
No
No
No
No
No
No
No
No
Program Planning Sub-Committees/Signatures
(Consider representation from all areas of the CAHS)
The purpose of this document is to provide a vehicle for documenting the initial planning efforts for this program.
It is used to reach a satisfactory level of mutual agreement among the Program Coordinator, Program
Administrative Support units and Sponsors with respect to the objectives and scope of the program before
significant resources are committed and expenses incurred.
The Program Coordinator and all planning committee members agree to comply with University policies and those
of any contractual agreements involved in the execution of the program.
Activity:
Sub-Committee Chair:
Agenda
Facilities
Materials
Member/Volunteer
Assignments
Food/Refreshments
Budget
Awards
Survey Data Evaluation
Dr. Yoonsung Jung
I certify that notification has sent to all potential committee members with respect to the objectives and scope
of this program.
3
Budget Planning Worksheet
Anticipated IncomeIURPH[WHUQDOVRXUFHV
Admission Fees:
Co-Sponsors (Please
list below):
Fundraising:
Anticipated Student
Activity Fees:
Other Income:
Donation
*TOTAL
Account Number
Anticipated Expenses
Facilities Rental:
Food:
Publicity:
Speaker
Fees/Honorariums:
Supplies:
Security:
Other:
*TOTAL
______________________________________________________
$________________
Account Number _______________________________________________________
$________________
Account Number _______________________________________________________
$________________
Account Number _______________________________________________________
$________________
TOTAL
$________________
0.00
Requisitions must be submitted no later than 2 weeks before the date of the event for processing
5
Administrative Approval
________
PL Initial
________________
Date
Approved ______________________________________________________
Compliance Office Signature
________________
Date
Approved ______________________________________________________
Marketing, Communications and IT Office Signature
________________
Date
Approved ______________________________________________________
Fiscal Office Signature
_________________
Date
Approved ______________________________________________________
Dean /Administrator Signature
_________________
Date
Approved ____________________________________________
Department Head (Extension, Research, Academics)
All signatures are to be acquired by the Program Coordinator or a committee representative and on
completion, turn in to the Dean’s office, Administrative Assistant, Mrs. Annette Bowdre.