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Frequently Asked Questions (FAQs)

For Undergraduate Groups

  • I agreed to be an organization advisor, what did I get myself into?
    The role of student organization advisor is an essential role in the development of the student organization. The advisor serves in partnership with the Office of Student Leadership and Engagement (OSLE) , Office of Recreation and Intramural Sports and Office of Multicultural and International Student Programs (MISPO) to assist in event planning and implementation, organization dynamics and best of all to facilitate additional connections between students and faculty/staff in an informal setting.
  • What kind of time commitment do I have to give?
    The level of involvement varies depending upon the organization and your overall comfort level. We do ask that you make yourselves available to the students in the organization to assist in their overall progress. This does not mean that you are attending every single meeting and event but that you are taking an active interest and approach in working with the students. This is where we find the organization will find the most benefit.
  • What is a program advisor and how does that vary from what I do?
    Through OSLA, MISPO and Recreation and Intramural Sports, organizations are assigned a program advisor according to the category that they are grouped in (e.g. performance, media, academic). Each program advisor is a professional staff member working for one of the three offices listed above. They advise groups to ensure policy compliance, help with contracts and paperwork, reimbursements and overall event planning and management. They also act as the conduit to the Student Government Association (SGA) regarding funding and overall questions. It is critical for an organization to succeed for a partnership to exist between the club advisor and the program advisor. As a club advisor you serve more to assist with overall mission, historical context and another connection for the group with the programming office.
  • How are organizations funded for events and conferences etc?
    Student Organizations are eligible to request funds through a budget proposal process each semester. SGA traditionally reviews these proposals during a set weekend approximately 4-6 weeks before the end of the semester (depending on the break schedule). Organizations are then notified regarding their budgets for the following semester. It is important to note that these guidelines are in place to ensure that money is spread around as evenly as possible. Specific notes are available at www.hofstra.edu/clubadvisor.
  • How does my organization access the money that they are funded?
    Program advisors in the various offices all have access to an internal database that keeps track of transactions both coming in and out of the organizations finances. This is done in conjunction with Banner reconciliation to ensure that the money is accurate. When student organizations are looking to access money for expenses they need to communicate with their program advisor to both review their plans and go over the process to secure the funds that are needed. Note that we ask for a minimum of 2 weeks for planning purposes to ensure that various approvals are secured and the necessary paperwork is submitted to the various offices on campus needed to complete the paperwork (e.g. legal, finance, dining services).
  • What fundraisers are allowed? How does my group collect funds for programs and events?
    Organizations fundraise in many different ways including selling various items at an atrium table, getting outside sponsorships and general marketing both in and outside the Hofstra community. Fundraisers must be approved in advance by the program advisor prior to them taking place. More information can be found at https://www.hofstra.edu/osla under policies and procedures.
  • What happens if my group would like additional money through the semester for something that they did not originally budget for?
    SGA holds weekly appropriations meetings when classes are in session that allow organizations to request and secure additional funding. The groups again present their proposals to a committee of SGA representatives that then decide additional funding. Sign-ups for this are on line through collegiate link beginning Spring 2015.
  • My club had a fundraiser, what do they do with the money?
    All monies must be deposited with the Office of Student Leadership and Engagement during normal business hours, Monday-Friday 9am-5pm. If an event is happening after hours that are collecting admission fees or donations, a money collection request must be submitted to the program advisor of the particular group to ensure that a staff member is present to collect the money and deposit it. Clubs should never be holding onto money in their rooms, offices, or other areas. Once this money is deposited it is then able to be spent on various purchases through the program advisor.
  • What is the difference between an organization being SGA funded or not?
    SGA by definition in their constitution and policy series funds all organizations that are non-exclusionary in their membership and in their event planning and execution. Organizations that hold auditions or have a selection process for membership or leadership (e.g. GPA or major requirements) are considered exclusionary by this definition and are therefore not eligible for SGA funding. This does NOT mean that the organization is unable to function on campus. An organization being approved and recognized by the University is different from being funded by SGA. Organizations are allowed to plan and promote events on Hofstra's campus independent of SGA funding. Organizations that are not funded by SGA still have the same program advisors in the various offices that assist with event planning and implementation.
  • What if my organization is not funded by SGA? Is there funding that is available?
    SGA sets aside a maximum of 5% of the overall amount of money that is available each semester for organizations that are not funded by SGA. Non-funded organizations are still required to submit one time budget proposals in line with the regular budget deadlines and funding will be decided during the regular budget weekends. The following stipulations apply: 1) funding will be allocated for campus-wide events, not for program or items that are specific to the organization exclusively; 2) each organization can receive funding for a maximum of two events per year; 3) groups can also attend weekly appropriation meetings throughout the semester to acquire additional funding if it is within the 5% funding set aside.
  • My group wants to bring a speaker or performer to campus for an event? Do they have to sign a contract? Even if they are not getting paid?
    Outside speakers or performers must always sign a Hofstra contract documenting their obligation to the particular service that they will be providing. This paperwork is all outlined on at the OSLE Policies & Procedures webpage. The role of the program advisor is to work with the organization to process both contract paperwork and check requests to ensure compliance with Hofstra's business practices and ensure payment. Contracts should never be signed by the club advisor or the student, nor should funding requisitions.  They should all be coordinated through the program advisor. Contracts are reviewed by legal affairs and finance and processed according to Hofstra business practices. If a vendor is not getting paid, there is still a one page volunteer agreement provided by legal affairs to ensure that the service is mutually agreed upon.
  • What is Collegiate Link? Everyone keeps talking about it but what does it do?
    Collegiate Link is the University student organization management database. Collegiate Link maintains an online platform where students and staff can access club information, contact information and event promotions in one centralized place. Many times we are asked to provide a list of clubs that are on campus and through utilizing this platform we are able to provide an interactive resource for club involvement at Hofstra. Student Organizations are asked to register their organization each Fall in order to ensure that updated contact information and rosters are loaded and the University has updated club records. It allows groups to promote events, communicate with other groups, communicate amongst their group and advertise their organization to potential members (even potential Hofstra University students).
  • What if my organization wants to have food at an event? How do we order food?
    All food orders must be placed through Campus Dining services located in room 128 Student Center. When ordering food for any event, club meetings, concerts, E‐board meetings students must first go to the dining services office and fill out a Catering Event Sheet. The students must place they order at least two (2) weeks prior to your event. The organization representative will receive an invoice that must be brought to their program advisor. They should also remember to include the SGA Funding Requisition Form with the invoice. The program advisor should sign the invoice and the club leader should bring it back to the dining service office.
  • What if my group has a question that is not answered here where do I tell them to go? Who is my group's program advisor?
    For your group's program advisor it is important to note what category the organization falls under. The University utilizes the following categories for classification purposes: Academic (OSLA), Club Sports(Recreation/Intramural Sports), Community Service(OSLA), Fraternity and Sorority(OSLA), Graduate(OSLA), Honor Societies(OSLA), Media(OSLA), Multicultural (MISPO), Performance(OSLA), Politically-Socially Active(OSLA), Pre-Professional(OSLA), Religious(OSLA), and Social (OSLA).

For Graduate Groups

  • I agreed to be an organization advisor, what did I get myself into?
    The role of student organization advisor is an essential role in the development of the student organization. The advisor serves in partnership with the Office of Student Leadership and Engagement (OSLE) , Office of Recreation and Intramural Sports and Office of Multicultural and International Student Programs (MISPO) to assist in event planning and implementation, organization dynamics and best of all to facilitate additional connections between students and faculty/staff in an informal setting.
  • What kind of time commitment do I have to give?
    The level of involvement varies depending upon the organization and your overall comfort level. We do ask that you make yourselves available to the students in the organization to assist in their overall progress. This does not mean that you are attending every single meeting and event but that you are taking an active interest and approach in working with the students. This is where we find the organization will find the most benefit.
  • I am not familiar with university policies and procedures as it relates to graduate student organizations, is there someone who can assist with questions/concerns?
    The associate director of Student Leadership and Engagement is the point person for the graduate organizations' leadership and the faculty advisor in clarifying university policies.  They can answer questions about forms, procedures etc.  It is critical for an organization to succeed for a partnership to exist between the organization's advisor and the associate director of Student Leadership and Engagement.  As the organization advisor you serve more to assist with overall mission, historical context and another connection for the group with the programming office.
  • How are graduate organizations funded?
    All graduate organizations are eligible to for a budget. Budget submissions for the upcoming academic year are due by the last work weekday in May. A committee comprised of the associate director of Student Leadership and Engagement, two faculty members, two graduate students and staff member from the school of business review all submissions and inform the student organization about their approved budget.
  • How does my organization access the money that they are funded?
    Graduate student organizations can access their funds by submitting the request forms available online at www.hofstra.edu/osla and selecting Policies and Procedures. Note that we ask for a minimum of 2 weeks for planning purposes to ensure that various approvals are secured and the necessary paperwork is submitted to the various offices on campus needed to complete the paperwork (e.g. legal, finance, dining services).
  • What fundraisers are allowed? How does my group collect funds for programs and events?
    Organizations fundraise in many different ways including selling various items at an atrium table, getting outside sponsorships and general marketing both in and outside the Hofstra community. Fundraisers must be approved in advance by the Office of Student Leadership and Engagement prior to them taking place. More information can be found at http://www.hofstra.edu/osla under policies and procedures.
  • What happens if my group would like additional money through the semester for something that they did not originally budget for?
    All funds for the academic year are allocated by the budget review committee in the summer. There are no additional funds available after this allocation.
  • My organization had a fundraiser, what do they do with the money?
    All monies must be deposited with the Office of Student Leadership and Engagement during normal business hours, Monday-Friday 9am-5pm. If an event is happening after hours that are collecting admission fees or donations, a money collection request must be submitted to the associate director of Student Leadership and Engagement of the particular group to ensure that a staff member is present to collect the money and deposit it. Organizations should never be holding onto money in their rooms, offices, or other areas. Once this money is deposited it is then able to be spent on various purchases through the program advisor.
  • My group wants to bring a speaker or performer to campus for an event? Do they have to sign a contract? Even if they are not getting paid?
    Outside speakers or performers must always sign a Hofstra contract documenting their obligation to the particular service that they will be providing. This paperwork is all outlined on the OSLE Policies & Procedures webpage. Contracts should never be signed by the organization advisor or the student, nor should funding requisitions.  They should all be coordinated through the associate director of Student Student Leadership and Engagement. Contracts are reviewed by legal affairs and finance and processed according to Hofstra business practices. If a vendor is not getting paid, there is still a one page volunteer agreement provided by legal affairs to ensure that the service is mutually agreed upon.
  • What is Collegiate Link? Everyone keeps talking about it but what does it do?
    Collegiate Link is the University student organization management database. Collegiate Link maintains an online platform where students and staff can access organization information, contact information and event promotions in one centralized place. Many times we are asked to provide a list of organizations that are on campus and through utilizing this platform we are able to provide an interactive resource for organization involvement at Hofstra. Student Organizations are asked to register their organization each Fall in order to ensure that updated contact information and rosters are loaded and the University has updated organization records. It allows groups to promote events, communicate with other groups, communicate amongst their group and advertise their organization to potential members (even potential Hofstra University students).
  • What if my organization wants to have food at an event? How do we order food?
    All food orders must be placed through Campus Dining services located in room 128 Student Center. When ordering food for any event, organization meetings, concerts, E‐board meetings students must first go to the dining services office and fill out a Catering Event Sheet. The students must place they order at least three days prior to your event if the total cost is $300 or less and least 7 days in advance if more than $300. The organization representative will receive an invoice that must be brought to associate director of Student Leadership and Engagement. They should also remember to include the SGA Funding Requisition Form with the invoice. After the associate director of Student Leadership and Engagement signs the invoice the organization's representative should bring it back to the dining service office.
  • What if my group has a question that is not answered here where do I tell them to go?
    Please contact the associate director of Student Leadership and Engagement at 516-463-6914.