Student Leadership and Engagement

OSLE Policies & Procedures

The Office of Student Leadership and Engagement (OSLE) encourages all students to participate in clubs and organizations. 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 244 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.

REMOTE RESOURCES FOR FALL 2020

To help clubs and organizations move things online we have put together a list of resources and contacts that can be found at the link below. Our office will continue to develop resources and strategies to keep activity going, and will be in touch throughout the rest of this semester. We recommend all clubs reach out to their administrative advisor and let them know their plans, ideas, and questions they have as of now in terms of remote student engagement.

Student Remote Club Management Guide

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.


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.

The following steps are required for any registered student organizations that wish to sponsor a raffle.

  • Review the Hofstra University Raffle Policy and the UndergraduateStudent Organization Fundraising Guidelines
  • Verify that the proposed fundraising activity is a raffle and not a door prize. A door prize or a chance to win a prize just for attending an event is not considered a raffle and does not need to be approved by the Office of Legal Affairs
  • Submit a Student Organization Fundraising Form through GetInvolvedHU and meet with your organization's administrative advisor to discuss details. The Associate Dean of Students will review the submitted fundraising form and reply.
  • Once the raffle is tentatively approved by OSLE, complete a Hofstra University Raffle Registration Form, and submit it to your organization's administrative advisor. The administrative advisor will forward the form to the Office of General Counsel. This form MUST be submitted to the Office of General Counsel at least 30 days prior to the date of the raffle drawing and before any advertisement of the raffle is issued.
  • The Office of General Counsel will notify the administrative advisor if the raffle is approved. Administrative advisor requests a new agency account be created by the Office of Financial Affairs. Once the new agency account is created, the administrative advisor will notify the student organization that the raffle is approved. All associated charges for the raffle will be billed to this new agency account. If funds were allocated by SGA or from student organization income to support the raffle, then those funds need to be transferred to the new agency account.
  • Advertisement of the raffle may begin
  • Create a raffle ticker per the guidelines in the Hofstra University Raffle Policy. A raffle ticket template can be found here. Raffle tickets must be approved by the administrative advisor.
  • Complete raffle as planned. Collect names, addresses, student ID numbers, and prize amounts for all winners. For prizes with a value of $600 or more, the winner(s) will need to complete a W9.
  • All raffle proceeds must be deposited with the appropriate office as soon as possible after the conclusion of the activity/event. During normal business hours (9 AM-4:30 PM), any cash or checks collected must be deposit with the Office of Student Leadership and Engagement. For after-hours and weekend raffles, a money drop procedure must be completed. All funds collected from the proceeds of raffle tickets need to be deposited into the designated agency account for recordkeeping.
  • Student organizations are required to submit names, addresses, student ID numbers, and prize amounts for all winners of the raffle prizes for reconciliation. The names should be sent to the organization's administrative advisor for forwarding to the Assistant Controller for Gifts and Endowments. This information must be received within one business day following the completion of the raffle.
  • Student organizations provide the administrative advisor with instructions on how the remaining proceeds of the raffle are to be distributed.
  • Raffle agency accounts need to be closed as soon as all revenue and expenses have posted and not more than 90 days from the raffle date. The administrative advisor is responsible for facilitating the transfer of funds from raffle agency accounts to other operating accounts and for closing the agency account with support from the Associate Dean of Students.

Failure to abide by fundraising guidelines and other applicable University policies can result in a student organization losing future fundraising privileges or losing registered student organization status.

Questions about raffles or other fundraising guidelines can be directed to the student organization administrative advisor or the Associate Dean of Students.

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Guidelines

Guidelines for Hofstra Recognized Undergraduate Organizations

All recognized undergraduate organizations are expected to abide by the guidelines set out by Hofstra University and the Office of Student Leadership and Engagement. These guidelines are shared when organizations register or re-register their organization through GetInvolvedHU and are reminded of them during Student Organization Leader Training

The Office of Student Leadership and Engagement (OSLE) is responsible for supporting and managing student clubs and organizations at Hofstra University. All student organizations, including national, regional, or local organizations that have chapters hosted at Hofstra are only allowed to operate at the will of the University.

All Hofstra-recognized student organizations must adhere to the following guidelines:

  • Abide by the applicable University policies in addition to all local, state, and federal laws.
    • Be open to all eligible Hofstra students without regard to any legally protected characteristic
    • Comply with the University's anti-hazing policy and not conduct activities that violate the policy
  • Maintain a minimum four-person executive board (E-board) with roles of President, Vice President, Secretary, and Treasurer.
  • Maintain an active roster of at least 15 members from various class years
  • Complete all training requirements, including mandatory Title IX and Student Organization Leadership Training. All executive board members must complete these trainings during the first semester serving in these roles and annually thereafter.
  • Maintain and regularly update as needed an organizational GetInvolvedHU (GIHU) page.
  • Meet with the assigned administrative advisor twice (2) per semester
  • Review, Update and follow an organization constitution.
    • Current constitutions must be uploaded on GIHU page
    • Changes to constitutions need to be approved by the organization's administrative advisor.
    • Hold regular e-board and general member meetings, which must be identified on GIHU page
  • Host at least two (2) events or initiatives per semester.
  • Log all service hours completed by the organization through the Community Service Tracking Form located on GIHU
  • Operate as a not-for-profit group without personal gain for individuals
  • Satisfy all other organization requirements as set by the club category administrative advisor.
  • For Student Government Association (SGA) recognized clubs, additional requirements are found in the SGA policy series

Where student clubs and organizations fail to meet expectations; fail to comply with guidelines, policies, procedures, or constitutions; or violate the Code of Conduct, the Dean of Students may suspend or withdraw the group's recognition and permission to operate at the University. Student Organizations will be notified in writing about warnings and/or updated status; when applicable, notifications will outline an appeal process. If an organization loses recognition, that organization is unable to seek recognition from the University for a minimum of two academic semesters.

Fraternity & Sorority Life Guidelines

All recognized Greek-letter organizations that fall under the purview of Fraternity and Sorority Life within the Office of Student Leadership and Engagement are expected to abide by the guidelines set out by Hofstra University and the Office of Student Leadership and Engagement, in addition to the Guidelines for Hofstra Recognized Undergraduate Organizations. These guidelines are shared with Presidents and E-Board members during annual trainings.

Fraternity and Sorority Life Guidelines

Campus Demonstration Guidelines

Any student club or organization that wishes to sponsor a campus demonstration must complete a Campus Demonstration Proposal Form and return it to the Office of Student Leadership and Engagement in Room 244 of the Mack Student Center.

Political Campaign Related Activities

The document below serves only as a guide. All individual requests for activities and events need to go through the regular approval process, which begins by contacting a student organization’s administrative advisor.

Travel Guidelines

Travel is an integral component of co-curricular engagement and, as such, Hofstra University's Office of Student Leadership and Engagement (OSLE) and Campus Recreation (CR) has established the following guidelines to clarify for both students and staff the expectations with regard to undergraduate student organization sponsored or sanctioned travel.

Distance of Travel and Nature of TravelRisk LevelConsiderations
3 hours or less from Hofstra (with low-risk activity*) Medium Waivers with emergency contact phone numbers provided to the OSLE/CR administrator contact
3 hours or less from Hofstra (with high-risk activity**) High Waivers with emergency contact phone numbers & travel advisor or coach present
3-5 hours (with low-risk activity*) Medium Waivers with emergency contact phone number & itinerary provided to OSLE/CR (due 7 business days before commencement of trip)
3-5 hours (with high-risk activity**) High Waivers with emergency contact phone numbers * itinerary provided to OSLE/CR (due 7 business days before trip) & travel advisor or coach present.
5+ hours or overnight travel*** High Waivers with emergency contact phone number & itinerary in OSLE/CR (due 10 business days before commencement of trip) & travel advisor or coach present

*Examples of low-risk activities include passive, spectator, or other activity that does not require strenuous effort, such as attending lectures or museums, participating in community service projects (there may be additional considerations dependent on the nature of the activity being performed), attending an artistic or other creative performance.

**Examples of high-risk activities include anything strenuous or physical in nature including ropes courses, challenge courses, ice skating, or any activity that includes additional waivers from the vendor.

***Conference Exemption: When three (3) or fewer students are traveling for a conference that involves low-risk activity only, the travel advisor requirement can be waived at the discretion of the Associate Dean of Students (or Senior Assistant Dean and Director of Campus Recreation for Club Sports)

The decision on whether a staff administrator or coach is required to attend rests with the Division of Student Affairs, Dean of Students, Campus Recreation, and the Office of Student Leadership and Engagement. The Associate Dean of Student may be consulted as needed on travel requests/ All activity deemed "high risk" will require a travel advisor regardless of distance. Undergraduate Student Organizations will not be approved for international travel by the Division of Student Affairs.

Travel Advisor FAQ

What is a Travel Advisor?

A travel advisor is a staff or faculty member employed by Hofstra University who accompanies a student group to group events, trips, or activities off-campus. Not all off-campus travel requires a travel advisor, and to determine if one is needed, students should consult the Travel Guidelines on the OSLE Policies and procedures page.

Who can act as a travel advisor?

A travel advisor can be any staff or faculty member employed by Hofstra University (Part-Time, Adjunct, Coach or Full-Time)

Why may student organizations require a travel advisor?

Off-campus travel that includes high-risk activities and/or is multiple hours away from campus will require a travel advisor to accompany students. To assist student organizations in determining whether or not travel is considered high risk, the UG Student Travel Guidelines and Request Form defines activity types and what is required per risk management standards determined by the University. A copy of these guidelines and the travel request form are also available under “Travel Guidelines” on the OSLE Policies & Procedures page The Travel Request Form asks questions about the proposed travel that will allow the student organization’s administrative advisor to determine whether or not a travel advisor is required.

Who is responsible for finding and funding a travel advisor?

Student organizations are responsible for locating a travel advisor and for covering travel advisor expenses. For organizations recognized by the Student Government Association (SGA), they can request travel advisor costs through the budget allocation process as outlined in the SGA Policy Series.

What are the responsibilities of a Travel Advisor?

An approved travel advisor should:

  • Prior to Departure
    • Consult with OSLE administrative advisor as needed
    • Meet with students attending the trip to introduce themselves to the group, collect contact information, and discuss travel plans.
    • Ensure all students traveling have completed the necessary waivers (available on OSLE’s Policies and Procedures Page) and that students have submitted completed waivers to OSLE at least 3 business days before the trip.
  • During Travel
    • Check-in with students daily to ensure all are accounted for, answer any questions, or address any concerns that the group may have.
    • Discuss travel plans home.
    • Communicate any issues or emergencies to local authorities, OSLE Advisor, and/or Public Safety as needed.
  • After Travel
    • Follow up with any student concerns or issues (if any).
    • Remind students to submit any reimbursement paperwork to OSLE as soon as they return from travel.
What is the history of this policy?

The travel guidelines were communicated to all recognized undergraduate student groups in October 2017 by the Associate Dean of Students. The policies went into effect as of January 2018 for all student group travel.

Hofstra USA Late Night Weekend Event Guidelines

These guidelines from the Office of Student Leadership and Engagement (OSLE) apply to all late-night weekend student events at Hofstra USA. Student organizations may request late-night events to occur between the hours of 9:00 PM to 2:00 AM, Friday and Saturday. Questions about these guidelines may be addressed to OSLE@hofstra.edu

Approval Process and Timeline

  1. A student organization representative meets with their OSLE administrative club advisor to request permission to host a late-night event at Hofstra USA. The student organization representative who attends this meeting and completes reservation paperwork must be the same person who attends the event and serves as the student host on behalf of their student organization.
  2. The student organizations representative enters a tentative reservation with the Office of Event Management through the online system at http://www.hofstra.edu/about/campus/oem/oem_studentreservation.cfm
  3. Event management reviews the reservation and sends via email a Student Tentative Event Confirmation to the student representative.
  4. All advertising for events must be approved by OSLE, and a copy attached to the reservation request. The 1:1 guest policy must be indicated on flyers and other publicity. There is no advertising of events outside Hofstra University. For publicity over social media, events can be advertised through closed groups, but not publicly. Failure to abide by publicity restrictions may result in the event being canceled per the discretion of the Associate Dean of Students.
    • The Student Tentative Event Confirmation requires approval signatures from the following offices in this order:
      1. Administrative Club Advisor who advises the student organization
      2. Public Safety Administrator
    • The Hofstra USA Late Night Weekend Event Guidelines Form requires approval signatures from the following office in this order:
      1. Administrative Club Advisor who advises the student organization
      2. OSLE Associate Director responsible for bar service review (if applicable)
      3. Compass Dining Services catering for bar service review (if applicable)
      4. Public Safety administrator
  5. The student organization representative returns all completed paperwork to OSLE. All completed paperwork must be received by Events Management/OSLE ten (10) business days prior to the event.
  6. Event Management sends Student Event Confirmation via email to both the student organization representative and to OSLEevents@hofstra.edu

Late Night Event Timeline

An OSLE designated event manager must be present throughout the entirety of the event. This may be an OSLE Graduate Assistant. The student organization representative and the OSLE event manager are responsible for following this general timeline for all late-night events in Hofstra USA:

  • 8:30 PM-OSLE event manager, Public Safety representative, and the student host meet on-site to review pre-event logistics. If later start date, pre-event meeting is 30 minutes prior to the start of the event.
  • 9:00 PM-Doors open (see below for admission guidelines)
  • 12:30 AM-Final entry for Hofstra student and accompanied non-HU guests
  • 1:45 AM-OSLE event manager announces event will end in fifteen minutes and lights are turned on/announce last song.
  • 1:55 AM-Music stops and attendees vacate premises
  • 2:00 AM-Student host and OSLE event manager complete a post-event walkthrough after Hofstra USA has been cleared of all attendees

Late Night Event Admission and Other Protocols

  • An attendee list of students and guests must be approved by OSLE and Public Safety prior to the event for guests affiliated with the performer. This attendance list should have been submitted to Public Safety five (5) business days prior to the event
  • A 1:1 guest ratio is in effect for all late-night events. A DJ or other performer is allowed to bring two (2) guests if names are submitted to Public Safety five (5) business days prior to the event. All guests must be accompanied by their HU host in order to gain entry to the event.
  • No guests seventeen and under are allowed at late night events
  • All attendees are required to produce picture identification to Public Safety in order to gain entry to the event. Students must produce a Hofstra University ID, and guests must produce a government-issued ID
  • Wrist bands (provided by OSLE) will be given to all attendees. For events with approved bar service, different colored wristbands will be given to over 21/under 21 attendees.
  • The OSLE event manager oversees money collection when applicable. A money drop, scheduled in advance by the student organization representative, will occur immediately after event admission ends.
  • Final entry for Hofstra students and accompanied guests is 12:30 AM
  • The student organization representative is responsible for articulating any organization inquiries or concerns to the OSLE events manager or PUblic Safety during the event.
  • The OSLE event manager is present on-site to serve as the liaison to the student organization representative and other event participants in order to resolve issues or concerns that arise.
  • Public Safety has on-site jurisdiction in all emergency or crisis situations. The OSLE event manager is available to offer support and can call in additional on-call staff as needed to assist.
  • Public Safety administrators and OSLE have the authority to cancel or shut down events due to emergencies. The pre-event walkthrough must take place one half-hour prior to doors opening. In the event that the student host is not present one half-hour before doors opening, the event will be shut down.
  • Fog machines are not allowed at late-night events. Other special equipment is subject to review by OSLE, Event Management, and Public Safety, and should be declared during the reservation process
  • Students suspected of violating Hofstra University policies at a late-night event may be referred to the Office of Community Standards for further review.
  • Student organizations suspected of violating any of the Hofstra USA Late Night Weekend Event Guidelines will be referred to the Associate Dean of Students. Violations of these guidelines can result in loss of the ability to schedule further late-night events and/or loss of registered student organization status.

Bar Service (Provided by Compass Dining)

All Hofstra University alcohol policies as outlined in the Guide to Pride or other documents apply to events held in Hofstra USA. in addition to those University policies, the following guidelines apply to late-night events in Hofstra USA when bar service has been approved:

  • A cash bar option is the only bar service allowed at late-night events. Student organizations may not allocate funds to the purchase of alcohol for members or guests.
  • Nonalcoholic beverage options must be available for purchase along with a free water option for all event attendees
  • Only one (1) drink per person per visit to the bar is allowed
  • Compass Dining employees are responsible for verifying the legal drinking age of the purchaser each time a drink is purchased. The onsite Compass Dining employee(s) may refuse service for any reason
  • Bar service must end no later than 12:00 AM or one (1) hour prior to the end of the event, whichever is earlier.
  • The student organization representative must not drink alcohol prior to or during the event.
Hofstra USA Late Night/Weekend Event Form

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Procedures

New Club Recognition

To become a registered student organization at Hofstra University, you must:

  1. Email OSLE@hofstra.edu and request a meeting with an advisor
    • Include your proposed organization name, a brief description of your organization, and what type of organization you're looking to be categorized as.
      • Categories are: Academic, Service, Fraternity/Sorority, Graduate, media, MultiCultural, Performance, Politically/Socially Active, Pre-professional, Religious, Social/General Interest, Club Sports, Honor Society
    • The meeting can serve to give you an in-person overview of the process as you begin to plan, or can serve as a final check before you're ready to move forward with the recognition process.
      • If the advisor determines you're ready to move forward to the club recognition process, they will give you the link to the Club Recognition form. In order to move to the form, you need to have a constitution and an assembled executive board that consists of 15 members from various class years.
  1. Once you've been given the link to the form, fill it out in a timely manner. If you have any questions about the form, you can ask the advisor you met with for help.
    • The form will ask you to submit your constitution, E-board, as well as a roster of 15 students who are interested in being a part of the organization. Your e-board members can be listed as students who are interested in being part of the organization. For each student, you will need their name, pride email, and 700#
    • The form will also ask general questions about your mission, values, and intent for programming
    • The form will list when the next committee meeting will be held to review all form submissions.
  2. After your application is reviewed, returned, or denied, you will receive an email to invite you to the club recognition committee meeting. You will be asked to give a 5-minute presentation to the committee. The presentation should include your organization's mission, an overview of your current e-board, intent for programming, and how you see this benefiting the larger Hofstra community. You must have two e-board members present at the meeting. Again, the advisor you met with can provide you with any assistance needed during this process
  3. You will receive a response from the committee within a week of your presentation.
    • If denied and you would like to appeal, you can submit an appeal letter within 10 days of the decision to the Associate Director for Student Leadership and Engagement, as well as the Associate Dean for Student Life.
    • If approved, you will be a Hofstra University recognized student organization.
  4. Once achieving recognition, you will be invited to meet with your new club advisor. You will also be required to attend the Student Organization Leadership Training at the beginning of the next semester.
    • Once your organization meets with your club advisor, you'll be ready to begin reserving space and become active on GetInvolvedHU!
    • All organizations and e-boards are required to attend Student Organization Leadership Training once a year. In the case that you fail to attend the training next semester, your club could go on probation, or become derecognized.
    • You're required to meet with your advisor twice a semester to remain in good standing.

In order to ensure that a proposed organization is compatible with the University's mission and that it is in compliance with all federal, state, and University regulations, the University reserves the right to review and approve all proposed student organizations. Students who are interested in forming a new student organization must discuss their plans with the Office of Student Leadership and Engagement before having organization meetings, writing a constitution, or planning activities. The Office of Student Leadership and Engagement will work with students to identify existing student organizations that may meet students' needs or help the students to develop the appropriate documentation to support successful completion of the recognition process.

Registered student organizations at Hofstra University must comply with UNiversity policies, including UNiversity policies on non-discrimination. Hofstra University is committed to equality of educational opportunity in compliance with applicable federal, state, and local laws. As such: In keeping with applicable law and University policy, membership and participation in this organization is open without regard to age, race, color, national origin, religion, disability, gender, or veteran status unless exempt under Title IX

Students who wish to form a Greek letter organization must meet these guidelines as well as those set by their respective overarching councils. The process for recognition for a new social Greek-letter organization is chaired by the Assistant Director for Fraternity and Sorority Life.

Recognition by the Hofstra Student Government Association is a separate process chaired by the SGA Rules Chair. A formal request should be sent to SGA_Rules@pride.hofstra.edu.

The New Club Registration Committee is chaired by the Associate Director of Student Leadership and Engagement with representatives from OSLE, Campus Recreation, Student Advocacy and Prevention Awareness, Event Management, and the Student Government Association.

Club/Organization Room Reservations

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 a variety of places throughout Hofstra University's campus. Please request the room through the Office of Events Management's Request Form page listed below. 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.

Advertising

Student Clubs and Organizations may use several resources to advertise for their events.  Please take a look at the University Publicity 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 Banner Policy

Recognized student clubs or organizations may reserve a banner space in the Mack Student Center. To reserve a banner space, students should visit the Office of Student Leadership and Engagement in the Mack Student Center, room 244.

Reserving Banner Space

  • A student club or organization may reserve a banner space for up to 14 consecutive calendar days. After a five day break, a club or organization may submit a new banner request.
  • All banners (posted for the allotted time) will be discarded on Monday mornings at 9:00 am if they were not removed prior to 9:00 am.

Banner Guidelines

  • Banner paper must be purchased in the Office of Student Leadership and Engagement for $5.00. A club/organization budget may be used for the purchase.
  • The banner paper is flame-retardant; it is the only paper that is approved for the atrium.
  • Banners can be 4ft to 6ft long. Please check to make sure your spot is allocated for 4ft or 6ft before designing your banner.
  • All banners must adhere to the OSLE flyer policies in addition to all applicable University policies as outlined in the Guide to Pride, Living Factor, Faculty Policy Series, and elsewhere.
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Flyer Approval and Posting Policy

Distribution of Print Materials: Print materials are considered, but not limited to, all flyers, posters, banners, brochures, table tents, zines, newsletters, and other printed materials that are used to advertise student organizations or events. The OSLE Flyer Approval and Posting Policy applies equally to all print materials

Content and Format Guidelines

  • Print materials should use inclusive language and demonstrate respect for all individuals. The following content is prohibited: off-campus advertisements not affiliated with Hofstra University; advertisements for off-campus parties; inappropriate/offensive/explicit content; images or writing that references the use of illicit substances, drugs, or alcohol; or any content that displays or encourages negative stereotypes, prejudices, or negatively targets any characteristics addressed in the University Nondiscrimination Policy.
  • Print materials designed to advertise student organization events/activities (i.e. advertisements) must identify the sponsoring organization and include: title of event, date, time, location, and contact information for participants requesting special accommodations.
  • Advertisements must provide sufficient blank and/or light-colored space to ensure the clarity and visibility of an approval stamp by the administrative advisor when copies are made.
  • All print materials posted or hung on campus that are larger than 14” x 22” must be printed on fire retardant materials. Proof of fire retardant is required for all materials. Fire retardant paper is available for purchase through the Office of Student Leadership and Engagement, Room 244, and Student Center

Review and Approval Process

  • All print materials must be submitted to the student organization’s administrative advisor during normal business hours at least 24 hours before the desired distribution date, but may not be distributed more than two weeks in advance of the advertised event.
  • Student organizations should submit a Flyer Approval Form and two copies of the print materials.
  • Review of submitted print materials should be completed by the organization’s administrative advisor within two business days. Approved print materials will be date stamped by the administrative advisor.
  • Flyers only: Free copies of flyers can be produced by the Office of Student Leadership and Engagement once approved by the administrative advisor. To be eligible for free copies, the flyer must be printed in black-and-white or grayscale. Flyers can be printed on white paper or color paper per availability. Flyers that require color printing must be submitted via WebCRD Online Print Center, which is accessed through the Hofstra portal. Color copies will incur a charge that must be paid for using a student organization’s budget

Posting Guidelines

  • Print materials may not be hung on any painted brick, glass, or metal surfaces, including windows, doors, and floors.
  • In the Student Center, print materials may only be posted on tag strips. Posting in any footbridge (unispan), on the Multipurpose Room divider, or the Atrium pillars is strictly prohibited.
  • In academic buildings, flyers may only be posted on designated areas, such as tag strips and open bulletin boards.
  • The posting of print materials is restricted to one item per bulletin board or tag strip.
  • On-campus student events may not be advertised at off-campus locations.
  • See the OSLE Flyer Approval Policy for specific guidelines to distribute print materials in the Residence Halls or Campus Dining facilities.
  • All print materials must be removed by the sponsoring student organization within 24 hours of the event/activity advertised.

Campus Dining Posting Policy

  • Flyers cannot be posted in food-serving areas
  • Table tents are only permitted to be placed on tables after approval by a dining facility manager
  • Flyers cannot be placed on doors (including dining facility entrances).
  • Flyers cannot be placed by registers.
  • Flyers can be placed on tables or countertops (designated for eating), but must not be taped down.
  • The manager of the facility must approve all table tents that student clubs wish to display inside dining facilities. It is at the manager’s discretion to discard the table tent.
OSLE Flyer Approval Form ×

HofCast

The HOFCAST monitors displays information about events that are occurring all over campus. Any registered organization can submit a request for a message to be displayed on HOFCAST. Hofcasts are subject to all flyer policy rules regarding content. We ask that HOFcasts be submitted two week prior to the event and they will take us three days to process. Below are the guidelines for HOFCAST.

Why do you put your events on Hofcast? So people will find out about them, right? Well, if your Hofcast screen isn't designed the right way, it won't have the effect you hoped for, or worse, it won't be accepted for display. In order to help you promote your groups and events properly, we're providing these guidelines for creating flyers that can be used for Hofcast screens.

  • Do not use copywritten images

    • Did you take the photo or create the image? If not, did you get permission to use the image from the creator? Just because you found an image in Google, doesn't mean you can use it. There are royalty-free image sites online, but most charge a fee to use their images (Royalty-Free means you don't have to pay the photographer and models also, not that the image is free to use.) Instead, you can use photos tagged with an Attribution License from Flickr Creative Commons (just make sure to credit the photographer) or use Morguefile.com.
  • Avoid using people's faces

    • Unless you have a model's permission, you shouldn't show their face on Hofcast.
  • Contrast your backgrounds and your text

    • Don't use a light background behind lightly-colored text. Conversely, don't use dark backgrounds with dark text. This will make your screen easier to read.
  • Use large, plain, thick fonts against clear areas of the background

    • Again, this makes it easier to read. Look at your screen from 10 feet away...is it easy to read? If not, it won't work on Hofcast.
    • Also suggested: use a small drop-shadow to make text stand out and if necessary, put a block of color behind the text to make it stand out clearly from the background.
  • Keep it simple

    • Limit the info included to just the most important elements. This included the name of the event/program, the time and date, the location, and contact info. These should be the largest/easiest parts to read.
  • Design Horizontally

    • Instead of designing a flyer vertically, turn it on its side. The key benefit is you can fit more/larger text across the width, but it also looks far better on Hofcast, and will stand out on a wall.

Submission

If your image meets all the guidelines listed above, send a 1920 x 1080 pixel image to OSLE.

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Hofnews

HOFnews is a regular email distributed to administrators, faculty, and staff to advertise events and provide information pertinent to University employees. Student organizations may use HOFnews to advertise for events that are open to University employees.

Requests for HOFnews from student organizations must be submitted through the assigned administrative advisor within the Division of Student Affairs. Student organizations that do not know their administrative advisor should contact the Office of Student Leadership and Engagement at osle[at]hofstra.edu

A Hofnews submission must include:

  • Title of Event
  • Date and Time of Event
  • Brief Description of Event
  • Name of Student Organization sponsoring the event
  • Contact information for student organization sponsoring the event.
All announcements by student organizations over Hofnews are subject to approval by the Division of Student Affairs and the University Relations Office. ×

This Week at Hofstra

This Week at Hofstra is distributed via email once a week during the academic year by the Office of Student Leadership and Engagement. Event submissions from campus departments and registered student organizations must be received by noon on Wednesdays. Submit your event using this form.

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Atrium Tables & Vendors

Funding Opportunities

These guidelines outline the types of fundraising activities that registered student organizations are allowed to pursue, along with information about proper routing and approval processes in order to use Hofstra University resources and name affiliation.

Types of Fundraising Activities

  • Donations
    • A student organization receives a monetary donation or a donation of goods and/or services from an individual or organization. These donations can also result from partnerships with local or national businesses.
  • Raffles
    • A student organization offers goods and/or services through any form of lottery in which any number of entrants purchase one or more chances to win a prize.
    • Raffles require additional approvals from the Office of Legal Affairs as outlined in the Hofstra University Raffle Policy
    • Student organizations are allowed to host 50/50 raffles, which are raffles designed to split the proceeds between a randomly selected winner and the hosting student organization.
    • A "door prize" or a chance to win a prize just for attending an event is not considered a raffle and does not need to be approved by the Office of Legal Affairs.
  • Sales
    • Sales of goods for a profit that returns to the student organization.

General Guidelines

  • Only registered student organizations are allowed to host or co-sponsor fundraising activities
  • All fundraising activities, including advertisement, need to be approved by the Office of Student Leadership and Engagement prior to any advertisement or collection of funds. Fundraising activities that utilize campus space must follow the same guidelines for space reservation and usage required by the Office of Event Management
  • Student Organizations are required to register all fundraising activity through GetInvolvedHU
  • Failure to abide by these fundraising guidelines and other applicable University policies can result in a student organization losing future fundraising privileges or losing registered student organization status
  • Questions about these fundraising guidelines can be directed to the student organization's administrative advisor or the Associate Dean of Students.

Review and Approval Process

Student organizations wishing to host fundraising activities work with their administrative advisor through the same review and approval process that is used for planning non-fundraising events

  1. The student organization representative registers the fundraising activity through the online fundraising approval form on GetInvolvedHU
  2. The student organization representative meets with their administrative advisor to review the proposed fundraising activity and to address any questions or restrictions.
  3. If the administrative advisor approves the fundraising activity through GetInvolvedHU, the student organization continues with other event planning requirements based on the scope of their proposed activity/event.

Additional Considerations depend on the specific type of fundraising activity

  • Donations of goods or money
    • Soliciting funds from external sources or individual is coordinated with the student organization's administrative advisor.
    • Online option: Fundraising can be coordinated through the University's online Marketplace account if the proposed scope meets minimum thresholds and is approved by the Associate Dean of Students. Usage of online crowd-sourcing platforms such as GoFundMe is prohibited.
    • Any monetary collection of funds (Cash or Check) should be deposited with the Office of Student Leadership and Engagement, Monday-Friday 9 AM-4:30 PM. In the event that money is collected after business hours, a money drop should be arranged with OSLE staff through osleeevents@hofstra.edu or by using the Money Drop form available through GetInvolvedHU
  • Raffles
    • Raffles require additional approvals from the Office of Legal Affairs as outlined in the Hofstra University Raffle Policy.
    • Raffles require a minimum of thirty (30) days for routing and approvals.
    • Once the raffle is approved by the Office of General Counsel and Office of Fiscal Affairs, a raffle account gift agency fund will be created. All associated charges for the raffle will be billed to this account. Any monies raised from the proceeds of raffle tickets need to be deposited into the designated raffle account for record-keeping. At the end of the fiscal year, OSLE works directly with the Assistant Controller for Gifts and Endowments to reconcile the monies.
    • Student organizations are required to submit names, addresses, student ID numbers, and prize amounts for all winners of the raffle prizes for reconciliation. The names should be sent to the organization's administrative advisor for forwarding to the Assistant Controller for Gifts and Endowments. This information must be received within one business day following the completion of the raffle.
    • Once the monies have been deposited into the appropriate raffle accounts, the monies need to be transferred into an operating budget to ensure that the money is in an expenditure line.
  • Sales
    • Atrium Tables FIGURE OUT INFO
    • All proceeds from sales at atrium tables must be deposited with the Office of Student Leadership and Engagement by 4:30 PM the same day as the sale.

Deposits and Money Drops

  • All funds collected through approved fundraising activities must be deposited with the appropriate office as soon as possible after the conclusion of the activity/event. During normal business hours (9 AM- 4:30 PM), any cash or checks collected must be deposited with the Office of Student Leadership and Engagement.
  • No funds collected through approved fundraising activities should be stored in residence hall rooms, club offices, lockers, mailboxes, personal vehicles, off-campus residences, or similar locations.
  • Student organizations hosting approved fundraising activities outside of normal business hours of the Office of Student Leadership and Engagement must schedule a money drop. Money drops are scheduled through osleeevents@hofstra.edu or through the online form on GetInvolvedHU. The space reservation process through the Office of Event Management also asks groups to declare whether or not money collection is expected as part of the event.

Accessing Funds

Student organizations may have both a Student Government Association (SGA) allocation account and an income account based on recognition status. Funds resulting from approved fundraising activities are deposited into the organization's income account. Funds deposited with the Office of Student Leadership and Engagement can take up to 10 days to reflect in a student organization's income account. The assigned administrative advisor can assist the student organization in accessing these funds in accordance with applicable Hofstra University guidelines and policies or Student Government Association guidelines and policies.

Income rolls over each semester and can be spent per university guidelines in consultation with the organization's administrative advisor. SGA funding is allocated per semester based upon formal funding requests turned into the SGA. Specific funding policies for allocated funds are defined in the SGA policy series.

Cultural Center Grant

Student Clubs and Organizations can request financial support from the Hofstra Cultural Center to help support new or enhanced programming efforts that benefit the entire Hofstra Community.

Student Organization Work Orders

To submit a work order for a club office space, an e-board member must email sga_clubrelations@hofstra.edu, with their administrative advisor and osle@hofstra.edu cc'ed. 

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Resources & Forms

Accounts Payable Related Forms

Contract Administration Forms

Procurement Services Forms

Graduate Student Organization Forms & Resources

  • Graduate Organization Manual - This document is a guide to creating and maintaining a graduate club on campus. (Rev. 7/17)
  • 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 be reimbursed for approved expenditures (i.e. items on personal credit cards, conference registration, travel expenses, etc.) - (Rev 09/18)
  • Sample Graduate Organization Constitution – Use this template to create your constitution if you are a new graduate organization. 

Graduate Student Organization Forms

Accounts Payable Related Forms

Procurement Services Related Forms

Food Services Related Forms

Forms For Using The University's Name / Logo

Contract Administration Forms

Other Forms

  • 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 such as rock climbing etc.
  • 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.

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