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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.

• Campus Demonstration Guidelines
• Campus Demonstration Proposal Form
• Academic Freedom and Civil Liberties of Students at Hofstra University

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.

• Political Campaign Related Activities Information

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.

*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 off-campus group events, trips, or activities. 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 Undergraduate 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 three 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 the travel plans to go home.
  • Communicate any issues or emergencies to local authorities, OSLE Advisor, and/or Public Safety as needed.
• After Travel
  • Follow up with 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 p.m. to 2 a.m., 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.  
      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.  
      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 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 p.m.-OSLE event manager, Public Safety representative, and the student host meet on-site to review pre-event logistics. If it's a later start time, pre-event meeting is 30 minutes prior to the start of the event.
• 9 p.m.-Doors open (see below for admission guidelines)
• 12:30 a.m.-Final entry for Hofstra student and accompanied non-HU guests
• 1:45 a.m.-OSLE event manager announces event will end in 15 minutes and lights are turned on/last song is announced
• 1:55 a.m.-Music stops and attendees vacate premises
• 2 a.m.-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 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 guests if names are submitted to Public Safety five 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 17 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 a.m.
• 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 on-site Compass Dining employee(s) may refuse service for any reason
• Bar service must end no later than midnight 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

Benefits of Recognized Student Organizations

All Hofstra recognized organizations receive the benefits outlined below:

• Hofstra affiliation, general university insurance,  and tax exempt status
• Use of university facilities
• Ability to reserve space on campus through Events Management and host on-campus events.
• Activate an organization portal on Get Involved HU
• Reserve atrium tables through OSLE
• Create marketing materials and social media pages to promote organization events
• Fundraising can be initiated, as long as all university fundraising policies are maintained
• Access to participation in signature programs on campus
• Eligible to seek SGA Funding when permitted by SGA policy series

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 nondiscrimination. 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.

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 Event 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.

• Hofstra USA Late Night Weekend Event Request Form (form located on pg. 5)
• Money Drop (this form needs to be submitted for all events at which money is collected – (e.g., entrance fees, ticket sales, etc.).
• Residence Hall Lounge Reservation Request
• Student Organization Contact Form – Recognized student groups can designate either one or two club members to reserve space for an organization. Only these individuals can request space, update event information, or cancel events. The form must be completed each academic year or whenever individuals are added or removed.

• Contract Approval Form - This form must be filled out along with the Contract Information form and attached to all contracts. (Revised 11/12/20)
• Contract Information Form (includes Independent Consultant Checklist) - This form must be filled out along with the Contract Approval form and attached to all contracts  (Revised 9/1/18).
• Equipment Rental Agreement - (Revised 9/1/18).
• Single Engagement Contract - This form is a one-time contract between Hofstra and a third party along with the Contract Information and Contract Approval forms  (Revised 9/1/19).
• Single Engagement Contract for Photographers/Videographers - (Revised 9/1/19).
• Single Use Location Agreement for Filming (Revised 7/15/17).
• Musician/Accompanist Single Engagement Contract -  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 (Revised 9/1/18).
• Guest Lecturer Contract - 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  (Revised 9/1/19).
• 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.
• Independent Contractor Agreement - (Revised 9/1/19).
• 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  (Revised 9/12).

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 use 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 crowdsourcing 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 a.m.-4:30 p.m. In the event that money is collected after business hours, a money drop should be arranged with OSLE staff through OSLEevents@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 recordkeeping. 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 p.m. 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 a.m.- 4:30 p.m.), 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.

• Hofstra Cultural Center Grant

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. 

Flyers

• 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 inches by 22 inches 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 Mack 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.

  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

• Hofcast 

  The Hofcast monitors display 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 weeks prior to the event as they take 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 on 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, 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 your advertisement. 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 includes the name of the event/program, the time and date, the location, and contact information. 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 much 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.

HofNews

• 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 Enrollment, Engagement, and Success. Student organizations that do not know their administrative advisor should contact the Office of Student Leadership and Engagement at OSLE@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 Enrollment, Engagement, and Success and the University Relations Office. 

Logo

• Logo 

  Are you using the Hofstra logo on something you are ordering? Your program advisor must have all items approved before you can order. That includes items such as T-shirts, gear or otherwise that would include the Hofstra H, lions, or crest. Please submit a request/mockup to your program advisor at least 10 business days prior to wanting to order the item, in order to allow sufficient time for the request to go through University branding approvals. Please also attach a hard copy of the request/mock up to the paperwork submitted.

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 use 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 crowdsourcing 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 a.m.-4:30 p.m. In the event that money is collected after business hours, a money drop should be arranged with OSLE staff through OSLEevents@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 recordkeeping. 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 p.m. 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 a.m.- 4:30 p.m.), 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.

• Hofstra Cultural Center Grant

Accounts Payable Related Forms

• Budget Transfer Form
  • Budget Transfer Form SAMPLE
• Undergraduate Funding/Reimbursement Cover Sheet
  • Undergraduate Funding/Reimbursement Cover Sheet SAMPLE
• Check Request Form - Fillable form in Excel format
  • Check Request Form SAMPLE - Sample check request filled out, use this as a reference
• 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 completed and signed by vendors and non-Hofstra personnel seeking payment.

• Contract Approval Form - This form must be filled out along with the Contract Information form and attached to all contracts  (Revised 11/12/20).
• Contract Information Form (includes Independent Consultant Checklist) - This form must be filled out along with the Contract Approval form and attached to all contracts  (Revised 9/1/18).
• Equipment Rental Agreement - (Revised 9/1/18).
• Single Engagement Contract - This form is a one-time contract between Hofstra and a third party along with the Contract Information and Contract Approval forms. (Revised 9/1/19).
• Single Engagement Contract for Photographers/Videographers - (Revised 9/1/19).
• Single Use Location Agreement for Filming (Revised 7/15/17).
• Musician/Accompanist Single Engagement Contract -  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 (Revised 9/1/18).
• Guest Lecturer Contract - 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. (Revised 9/1/19).
• 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.
• Independent Contractor Agreement - (Revised 9/1/19).
• 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  (Revised 9/12).
• COVID-19 Rider Form - (revised July 2020)

• Food Policy Agreement and Hold Harmless Agreement
• Food Policies & Procedures

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Procurement Services Forms

• Purchase Requisition Form This form must be filled out if you require a purchase order for goods or services for your club or organization over $500 (e.g., bus rental for trips, equipment, etc.).
  • Purchase Requisition Form SAMPLE
• Purchase Order Modification Form