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Club leaders,
Use this site to access information and forms relevant to student organizations at HWS.
Please refer to our brochures below for policies governing club events, campus advertising and financial matters.
Event Planning 101
Funding and Finances
Student Organization Registration- Required annually for all student organizations.
Event-Space Request- Required form to begin event/activity approval process.
Budget Template- Use this template to create your club budget each semester.
Sample Constitution- For clubs needing to create a new or update an old constitution.
Coach-Advisor Agreement- Required from coaches
Medical Information and Release- Required from each team member
Waiver and Release of Liability- Required from each team member
Check Request Form (Requisition)- Use this form to get a check cut from your HWS account.
Journal Entry- To transfer funds between HWS clubs or departments
Purchase Order Form - To order any products, supplies, equipment and printed materials that must be shipped to HWS.
Restaurant/Business Charge Slip - Use as the form of payment when dining at local restaurants that accept this form. Requires advanced approval from BAC Treasurers.
Wegman's Card Application- To check out and purchase goods at Wegman's grocery store
W-9- Tax information required on all vendors before checks may be issued
The Digital Millennium Copyright Act (1988) and other federal copyright laws govern the distribution and use of copyright materials. These laws protect, among other media, movie and film publishers from unauthorized public showings. It is unlawful, for example, to show a movie on campus without a license unless your event falls within one of the exceptions outlined in the "Fair Use" clause. Before you plan to show a movie on campus, review the Movie Decision Flow Chart to determine if a public viewing license is required. If a license is required, please contact the Student Activities office at least 2 weeks before your event.
IMPORTANT! Avoid personal purchases and reimbursements when possible. Use the HWS PO process, Wegman's Card or cash advance for club expenditures.
Except for purchases made at local businesses (excluding Wegmans), students should avoid purchasing goods or services with personal funds. Goods ordered on the internet, via mail or phone must be done through the PeopleSoft Purchase Order (PO) process. See a Student Activities staff member to initiate a PO at least 2 weeks before you need the order.
Running large meetings can be a daunting task. When critical business needs to be discussed and decided, "Robert's Rules of Order" can help. Below are a couple of quick guides you can use to organize and guide orderly discussion.