If you are having any difficulty using this website, please contact the Help Desk at Help@nullHofstra.edu or 516-463-7777 or Student Access Services at SAS@nullhofstra.edu or 516-463-7075. Please identify the webpage address or URL and the specific problems you have encountered and we will address the issue.

Student Leadership and Engagement

The Office of Student Leadership and Engagement (OSLE) encourages all students to participate in clubs and organization. If interested in becoming involved and joining a club or organization, please check GetInvolvedHU or visit the Office of Student Leadership and Engagement in Room 260 of the Mack Student Center. The information below will answer most questions; however, any other questions please contact the Office of Student Leadership and Engagement.


All applicable University policies as outlined in the Guide to PrideLiving FactorFaculty Policy Series, and elsewhere apply equally to student organization participation. In addition, the resources provided on this page provide guidelines on how to plan a successful event at Hofstra. Please make note that any questions should be directed to the Office of Student Leadership and Engagement at 516-463-6914 or osle[at]hofstra.edu.


GUIDELINES

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.

On-Campus Demonstration Guidelines
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 Engagement 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 Guidelines
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 Engagement a week prior to the event.  All students that are going on the trip must fill out the policy form.


POLICIES

Guide to Pride
The Guide to Pride is designed to help students get the most out of their time at Hofstra University. It is important to save this for any questions you may have regarding various elements of University life.

The Living Factor
The Living Factor is the ultimate guide to living on campus. This useful calendar will provide answers to all of your questions from services our department can provide and policies and procedures to information on emergency services and security.

Raffle Policy
Please note that raffle requests must be made 30 days prior to your event. Not all raffle requests will be accepted.


PROCEDURES

ROOM RESERVATIONS

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, lectures, guest speakers, etc. and can take place in variety of places throughout Hofstra University's campus. Please request the room through the Office of Events Management's Request Form page. 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

Advertising
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.  The resources student clubs and organizations can use are as followed (please click for complete policy regarding each resource):

Atrium Table Reservations

Funding Opportunities
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.

  • Funding Suggestions

    Fundraising Suggestions

    • Bake Sale
    • Restaurants
    • Guessing Games
    • Raffle
    • Fashion Show
    • Pie in the Face
    • Bingo night
    • Dunk Tank
    • Chicken Wing Eating Contest
    • Lip-sync Competition
    • Dance Competition
    • Pumpkin Carving Contest
    • Spelling Bee
    • Dodgeball Tournaments
    • Flag Football Game
    • Powder Puff Game
    • Tailgate Social
    • 3k or 5k Run
    • Collect loose change

Student Work Order Policy
To submit a work order, students must request through their staff advisor at least 10 business days prior to the event.


Undergraduate Student Organization Resources


Undergraduate Student Organization Forms


Graduate Organization Resources

  • Graduate Organization Manual - This document is a guide to creating and maintaining a graduate club on campus. (Rev. 9/12)
  • Request for Funding/Reimbursement Form - This form must be filled out every time your budget is accessed. This form is the cover sheet that needs to be attached to all other paperwork that you submit to get reimbursed for any approved expenditures (i.e. items on personal credit cards, conference registration, travel expenses, etc.) - (Rev 11/14)
  • Sample Graduate Organization Constitution – Use this template to create your constitution if you are a new graduate organization. 

Graduate Organization Forms

  • Approved Vendor List - The following vendors are licensed and approved to sell Hofstra-branded items to University departments and student groups. These items may not be resold, except in conjunction with University-approved fundraisers. All product designs that incorporate Hofstra's trademarks will be subject to the University's trademark licensing program policies. (Rev.10/15)
  • Graduate Budget Proposal Form - Use this form to submit a request a budget for your organization.
  • Graduate Budget Proposal Sample Form - Use this excel spreadsheet to itemize spending and attach to the above form. (Rev. 2/13)
  • Check Request Form - This form needs to be filled out with the vendor or individual information in order for them to be paid/reimbursed. (Rev. 11/12))
  • Check Request Sample Form - Sample check request filled out. Use this as a reference - (Rev. 3/17)
  • Contract Approval Form - This form must be filled out along with the Contract Information form and attached to all contracts.
  • Contract Information Form - This form must be filled out along with the Contract Approval form and attached to all contracts.
  • Conference Reimbursement Form - Use this form when you need to get reimbursed for approved expenses related to attending a conference.
  • Guest Lecturer Contract Form - This form must be filled out if you are having an event with a PAID guest speaker along with the Contract Information and Contract Approval forms. (Rev. 11/13)
  • Guest Lecturer Volunteer Form - This form must be filled out if you are having an event with an UNPAID guest speaker along with the Contract Information and Contract Approval forms. (Rev. 10/15)
  • Independent Contractor Agreement
  • Independent Contract Single Engagement - (Rev. 10/14)
  • 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 Accompanist Form - This form must be filled out if you are having a musical act at your event along with the Contract Information and Contract Approval forms. (Rev. 11/13)
  • Non-Resident Guest Lecturer Form - This form must be filled out if you are having an event with a guest speaker who is not a legal resident of the U.S. along with the Contract Information and Contract Approval forms. (Rev. 9/12)
  • Photography Services Agreement - (Rev 10.14)
  • Physical Activity Waiver - Participants must fill this form out and submit it to OSLE 3 business days before your off-campus event if the event involves physical activity (rock climbing etc.)(10/11/16)
  • Non-Physical Activity Waiver - Participants must fill this form out and submit it to OSLE 3 business days before your off-campus event if the event involves non-physical activity (conferences etc.)(10/11/16)
  • Purchase Order Request Form - This form must be filled out if you require a purchase order for goods or services for your club or organization over $500 (ex: Bus rental for trips, equipment etc.)
  • Request To Use University Logo/Trademark – This form must be submitted when using the university's name, logo, or trademark on items such as t-shirts, pens, or other promotional materials. (Rev. 3/15)
  • Single Engagement Contract for Photographers and Videographers - This form must be filled out if you are using a photographer along with the Contract Information and Contract Approval forms. (Rev. 10/14)
  • Single Engagement Contract Form - This form is a one-time contract between Hofstra and a third party along with the Contract Information and Contract Approval forms.
  • Travel and Cash Advance Form - Only your faculty or staff advisor can receive a cash advance and use this form.
  • W-9 Form - This form must be filled out for and signed by vendors and non-Hofstra personnel if they are to be paid.