Policies and Forms

Alcohol Policy

Club Policies

Student Leadership and Activities along with the Student Government Association encourages all students to participate in clubs. If you have a particular interest and are looking to join a club, please check Collegiate Link, visit the Office of Student Leadership and Activities or the Student Government Association for more information on how to join. However, if you do not find a club that has your particular interest in mind, you may create your own new club by following some simple steps. Once your club or organization is registered through the University Registration Committee, you are entitled to have your club approved through SGA. Once you are an SGA-approved club, you are eligible to have your events and programs funded by SGA through the Appropriations Committee. Just follow the Request for Funding procedure found on the Student Government Association webpage. After you get approved for funding by the Student Government Association, please look over the Policies and Procedures for Accessing SGA Funds. If you have any questions or need more information regarding various club policies, please visit the SGA portion of the Student Leadership and Activities website or contact the Office of Student Leadership and Activities.

Budget Access Packets

Forms

Prescheduling Guidelines

Beyond Welcome Week/Winter Welcome Proposals

Beyond Welcome Week/Winter Welcome Program Proposal

Advertising

Policies

Student Clubs and Organizations may use several resources to advertise for their events. Please take a look at the University Policy regarding advertising before you publicize your event. In addition students are welcome to use the Hofstra University Online Print Center for all their publications needs (flyers, posters, tickets, etc.). The resources student Clubs and Organizations can use are as followed (please click for complete policy regarding each resource):

Forms

Political Campaign Related Activities

The document below is only to serve as a guide. All individual requests would still need to go through the regular approval process which begins with contacting your Program Advisor.

Political Campaign Related Activities Information

Student Room Reservation Guidelines

Each Student Club and Organization is able to reserve space for their various events throughout the semester. These events can be meetings, parties, lectures, guest speakers, etc. and can take place in variety of places throughout Hofstra University's campus. This can be done through the Office of Events Management. In order to reserve a room for your Club or Organization, an Organization Contact Form must be submitted beforehand to the Office of Events Management. Once this has been completed and submitted, the contacts on the form can reserve spaces for their Club or Organization by filling out a Student Room Request Form and handing it in to the Office of Events Management. To avoid confusion and ensure your Club or Organization books your space properly, we encourage you to refer to the Events Management Scheduling Guidelines for Student Organizations.

Forms

Resident Hall Lounge Reservation

Student Clubs and Organizations can also reserve lounge space in residence halls. The Resident Hall Lounge Reservation Form must be filled out and returned to Amanda Horvat in Room 244 Mack Student Center 3 business days prior to the date requested.

Form

Resident Hall Lounge Reservation Request Form

Dean's Initiative Fund

Student Clubs and Organizations can request financial support from the Dean of Students Office to help support new or enhanced programming efforts that benefit the entire Hofstra Community. To qualify, Clubs and Organizations must fill out a Dean of Students Funding Request. If approved for funds, a Dean of Students Follow Up Form must also be filed.

Forms

Miscellaneous Club Policies

Student Work Order Policy

To submit a work order, students must fill out a Work Order Request Form and either give it to Chris Botti or leave it in his mailbox in room 260 of the Mack Student Center. Upon receiving the form, Chris Botti will contact Plant to fulfill the request. All work order requests must be submitted 10 days prior to the event. A budget number must be submitted along with the form or the request will not be submitted to plant.

Mail Box Policy

All organizations’ mailboxes are located in the Office of Student Leadership and Activities, Room 260 Student Center. Any recognized student organizations may request a mailbox. Requests should be directed towards the Office of Student Leadership and Activities.

Raffle Policy

On-Campus Demonstration Policy

Any Student Club or Organization that wishes to do an on-campus demonstration, must fill out an On-Campus Demonstration Form and return it to the Office of Student Leadership and Activities in Room 260 in the Mack Student Center. All signature lines must be signed in the order on the form and must be filled out.

Travel Policy

Every student club or organization that is traveling for an event, conference, competition, etc. must fill out the Hofstra University Travel Policy. This policy must be submitted to the Office of Student Leadership and Activities a week prior to the event. All students that are going on the trip must fill out the policy form.

Travel Policy

Fraternity and Sorority New Membership Policy

Prior to New Membership Intake Program, each Fraternity and Sorority that is anticipating new membership must submit a complete New Membership Packet and deliver it to the Office of Student Leadership and Activities in Room 260 in the Mack Student Center. In addition, each Fraternity and Sorority must meet with the Assistant Director of Student Leadership and Activities and must be approved.

Forms

New Membership Packet

Graduate Organization Forms

Request for Funding/Reimbursement Form - This form must be filled out every time your budget is accessed. Use this form to get reimbursed for any approved expenditures (i.e. items on personal credit cards, conference registration, travel expenses, etc)
Graduate Organization Manual - This document is a guide to creating and maintaining a graduate club on campus.
Budget Proposal Form - Use this form to submit a request a budget for your organization.
Collegiate Link FAQs - An overview on how to create your organization on Collegiate Link.
Contract Information Form - This form must be filled out with every contract submitted.
Contract Approval Form - This form is the cover sheet for all contracts.
Guest Lecturer Contract Form - This form must be filled out if you are having an event with a guest speaker. It has to be filled out whether the speaker is paid or not.
Membership Form - Use this form to indicate your membership roster. You can also use this form to keep track of your attendance at events.
Musician Contract Form - This form must be filled out if you are having a musical act at your event.
Photographer Contract Form - This form must be filled out if you are using a photographer..
Purchase Request Form - This form must be filled out if you require a purchase order for goods or services for your club or organization (ex: Bus rental for trips, equipment etc.)
Single Engagement Contract Form - This form is a one time contract between Hofstra and a third party.
Travel and Cash Advance Form - Only your faculty or staff advisor can receive a cash advance and use this form.