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Student Groups
Using the links below, find out about current groups at HMS, how to create a new student group,
and some information on how student groups run. Find your interests and get involved!
Student Group Funding
Student Council funds or helps fund a number of student groups at HMS.
Here are guidelines as to how to request
funding and how to be reimbursed for approved group expenses.
STUDENT COUNCIL FUNDING GUIDELINES
As of 4/27/05
General Guidelines: 2004-2005
Student Council is very excited to offer a more flexible system of funding than ever before! Council can now reimburse students and student groups directly from its own checking account, giving everybody greater flexibility and shorter turnaround time for reimbursement.
In order to transition into this new system, we will follow the guidelines below for the remainder of the 2004-2005 school year. Generally, student groups will have to request funding on an event-by-event or expense-by-expense basis. Please see guidelines listed below.
General Guidelines: 2005-2006
Beginning with the new school year, student groups will be asked to submit budget requests approximately every three months. Student Council will then allocate money to each student group based on their requests, group size and activity, available funding, and previous spending patterns. Money will be given up-front only to student organizations with checking accounts. Other organizations can reclaim their money through a reimbursement system.
Q: “What do you mean by previous spending patterns?”
A: We expect that groups will spend the money they request and will organize the events they propose to organize. If groups fail to do so, they will not be able to carry over any surplus from one three-month block. Furthermore, they will have lower priority for funding requests when compared to groups that do host the events they propose.
In order to facilitate this transition, each recognized student organization must submit the name of its new executive director and treasurer (if applicable) by FRIDAY, MAY 27th at 5:00 p.m.
Please submit this information to Leslie McCall: (leslie_mccall@hms.harvard.edu)
Budgets for the first 3-month block of the 2005-2006 school year will be due in early September. Please plan accordingly.
GUIDELINES FOR THE REMAINDER OF THE 2005-2006 SCHOOL YEAR
This is a set of guidelines for student group funding. As such, it is to be flexible in order to assist student groups that serve the HMS students and the greater community. All guidelines are subject to revision.
1) Student Groups will request funds on an event-by-event (or expense-by-
expense) basis. Each group will submit its request to the Student Council.
a. Requests must detail the nature of the event, the amount of funding requested, how this funding will be spent, and the anticipated number of people in attendance.
b. Requests must be delivered by e-mail to the co-presidents and treasurer: david_k_lee@hms.harvard.edu, andrew_dervan@hms.harvard.edu, nicholas_zwang@hms.harvard.edu
c. Requests musts be delivered in time for a representative may explain the its nature to the Student Council before the event or expense is to occur.
d. Having received the request, the co-presidents will invite a representative of the student group (usually its president or other student leader) to explain its request to the Student Council.
2. It is recommended that each student group request no more than $80 per lunch talk.
3. Publicity: SC does not pay for publicity for events. We encourage environmentally friendly means like emails, announcements, etc.
4. A/V Equipment: SC funds A/V equipment only through the services provided by Harvard Media Services. These expenses must be taken into account in your budget.
5. Honoraria: SC can not support funding for speakers, workshop leaders, or instructors.
6. Photocopies: SC will only fund copies if they are required for an event, at $0.50 per person, up to a maximum of $10 per event. These photocopies are not to be used for publicity, but rather for handouts (journal articles, programs).
7. The Executive Board will meet to evaluate each request and to provide the funding
support it judges appropriate.
8. The Student Council will provide funding support through a reimbursement system.
a.When the Executive Board approves an event or expense, it pledges to reimburse members of the student group for all money spent on the event or expense up to the entire value of the pledge.
9. Student groups will not retain any deficit for spending less than their pledge.
10. Student groups will not gain additional funds for spending more than their pledge.
11. Student groups must turn in their receipts—in exchange for reimbursement—to the Treasurer no more than thirty days after the event or expense.
a. Groups that fail to comply will receive no reimbursement.
b. The Treasurer and Co-president will announce regular reimbursement sessions (usually every other Friday afternoon).
© HMS Student Council 2006-2007, All Rights Reserved.
Last Updated: April 30, 2006
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