Student Club Newsletter

Club Constitutions - club constitutions that do not comply with or conflict OSA policies must be amended. Please follow your constitutional guidelines for amendment.

Officers - Elected officials must serve for the full academic year unless the officer graduates, does not register or is unable to serve in the position.

Replacing Officers - Clubs must retain a full executive board consisting of a President, Vice President, Treasurer and Secretary. Officers cannot be appointed. Officers are not granted succession rights. Clubs must follow OSA policies to replace officers.

Deadlines to replace officers are as follows:

Fall 2025 - Oct 1

Spring 2026 - March 2

Event Procedures, Approval Timeline, Space Reservation, Food Service, etc.

Events

Please ensure that you have a plan of action and all required documents before you submit the SEIF.

Event Approval Timeline please use this timeline when planning events. This timeline is an estimate of approval once you submit the SEIF with all required documents. You should reserve space 3-4 weeks in advance of your event.

The SEIF - Student Event Information Form This form is required for all on-campus events. It is also required for meetings at which SAF(Student Activity Fee) money is spent.

SEIFs with missing, incomplete or non-compliant information will not be approved. Hosting events without approval may result in suspension.

Flyers - Flyers provide information to students about your event and are required for the approval of your event. Please make sure your printed and/or electronic flyer is in the proper format with correct information that follows the Zoom security protocols. The flyer must contain the club name, co-sponsors (if applicable)title, day, date, time, location or virtual platform registration information. If you invite speakers, presenters, and/or performers, please list the names. If you are hosting a film screening, do not add the title of the film to the flyer.

Plan your meetings and events at the beginning of the semester.

Meetings

Utilize Zoom for meetings whenever possible.
If your meetings repeat, request multiple dates in one reservation request.
Utilize Central Reservations and USG spaces for in-person meetings whenever possible.
You must follow departmental guidelines if you are reserving a departmental space.
Club meetings in the library are prohibited. You may not reserve space in the Library for club meetings. This includes study spaces. Misuse of reservation privileges may result in club suspension.
If you meet in public areas, you must not disrupt studying or other activities. Please follow the rules of that space. If an administrator or Public Safety officer asks you to move, end or disband the meeting, please do so.
If you are using SAF money for the meeting, you must treat it as an event and follow event approval guidelines.

Events

All events must be reported to and approved by the Office of Student Activities.
Club events will not be approved retroactively. All event requests must be submitted and approved in advance; any events that have already taken place will not be considered for approval.
All on-campus events must occur in reservable spaces.
All space reservations must be confirmed before the submission of your SEIF.
Submit your space reservation requests 3-4 weeks in advance.
Utilize Zoom for events whenever possible. Particularly during the first three weeks of class. Central Reservations does not typically book space reservations during the first three weeks of class because of class scheduling.
Utilize Central Reservations and USG spaces for in-person events whenever possible.
You must follow departmental guidelines if you are reserving a departmental space.
Club events in the library are prohibited. You may not reserve space in the Library for club events. This includes study spaces. Misuse of reservation privileges may result in club suspension.

If your event repeats, request multiple dates in one reservation request.

Audio Visual Equipment(AV) for borrowing equipment from AV.

Space Reservations For In-Person Events - below are links to available spaces on campus.

You must attach your confirmation to your SEIF. Submitting an SEIF without the space confirmation will not speed up the process.

USG Reservable Spaces- reservation information for USG-managed spaces.
Central Reservations Reservation information on Central Reservations-managed spaces Central Reservations Student Club/Student Government Reservation Request Form
Departments- student officers must submit a letter or e-mail from the department confirming permission to use space.

Timeline for Event Approval

Virtual events: Allow up to 2 weeks
On-campus events: Allow up to 3 weeks
Events involving solicitation of funds: Allow up to 4 weeks

You will receive an email confirmation once your event is approved.

Food Orders from the Cafeteria Vendor
Once your event is approved, you may place a food order with the cafeteria vendor. To do so, please submit your request using this form.

Your event must be approved before you can submit a food request.
Food requests must be submitted at least 7 business days prior to your event.

If you have questions regarding your request, please email clubrese@hunter.cuny.edu and include your event confirmation number.

Approval Procedures for Off-Campus Trips and Events

Storage Space - The Undergraduate Student Government has 61 open lockers within TH320 that are available for registered clubs to house any materials for in-person events that will be held throughout the semester. Click the link below for more information and to request a space.

https://docs.google.com/forms/d/e/1FAIpQLSdPYpC2fz4E-w30dSq8Cj_LWYCOT8CnE_5DaTFtMB5tTuWewA/viewform

You must follow Zoom security protocols if you are hosting a virtual event.

Zoom-Security-Protocol(1).pdf

Visitors

Visitors are no longer required to show proof of vaccination or a negative test to access campus.

Please inform us via the SEIF form if you will have visitors.

Non-CUNY visitors must be pre-registered - If non-CUNY guests are attending, a spreadsheet will be created for the event. You must add the names(First and Last name) of your non-CUNY guests to this spreadsheet at least 72 hours prior to the event.

Club advisors and staff - please note that club advisors and staff must be pre-registered at the Visitors Center. We apologize for the inconvenience, but we cannot issue temporary ids for club advisors and staff.

Speakers and Performers

All speakers and performers must be listed on your event form. A bio is required for non-CUNY speakers and performers. If you need to update your speaker/performer roster. Please send an e-mail to clubrese@hunter.cuny.edu.

Event Attendance

An event attendance sheet is required for all in-person events. Please submit your attendance sheet to the reporting form at the conclusion of your event.

Food Service - Clubs/organizations and governments must obtain food service from a vendor, restaurant, caterer, etc. Home-prepared food is prohibited. Food must be served using utensils. Servers should wear gloves and replace the gloves once they become contaminated.

Paint parties - student groups hosting paint parties in Thomas Hunter 2nd floor reservable areas (205, 208 and 209) must use a drop cloth on the floor in the painting area. The drop cloths are available in the storage space. You must arrange to pick up the drop cloth before and return the drop cloth after the event during office hours. E-mail clubrese@hunter.cuny.edu to request the drop cloth.

Dean’s Hours - Dean’s Hours are Tuesday and Wednesday from 2:30pm-3:45pm. Dean’s hours are the best times to host daytime on-campus events.

Advertising & Promotion

Tabling - Tables in the West and North 3rd floors are available for clubs to advertise and promote. Submit your tabling request here http://www.hunter.cuny.edu/studentactivities/advertise-promote-1

Please note that clubs who wish to solicit funds for a non-profit organization during tabling must submit the required forms for solicitation of funds.

Policy on Posting Flyers

Guidelines

[https://hunter.cuny.edu/students/campus-life/student-clubs/policy-on-posting-flyers/]

General Guidelines

Students planning to post a flyer about club-related events (print or electronic) need to do the following:

o For students at Hunter College’s 68th Street Campus, flyers need to be submitted to the Office of Student Affairs through student clubs registered with the Office of Student Activities.

o For students at Hunter College’s Brookdale Campus, flyers need to be submitted to the Office of the Dean.

o For students at Hunter College’s Silberman Campus, flyers need to be submitted to the Office of the Dean.

· Flyers (print and electronic) must contain the following: club name/event sponsor, co-sponsors (if applicable), event title, date, time, location, or virtual platform registration information. The names of any outside speakers, presenters, or performers must also be included. This information must be shared with the Office of Student Affairs or the Dean’s Office, as applicable.

· Printed flyers can only be placed on designated corkboards. Flyers cannot be placed on walls, windows/glass, entrances, grounds. Improperly posted flyers will be removed by college staff.

· Student clubs seeking to post an electronic flyer on the electronic media accounts of the Office of Student Activities or Undergraduate Student Government, campus digital screens, or G-Blast must contact the Office of Student Activities’ Social Media/Communications Assistant. The Social Media/Communications Assistant will review the electronic flyer and post the content online, provided the event discussed in the flyer has been submitted on time, pursuant to the Student Club Handbook.

· These guidelines do not apply to the following postings on doors: signage indicating the name of the office, room number, hours of operation, or contact information; instructional materials for a specific class; notices of authorized upcoming events; or signage required by law.

NOTE: The posting policy does not prohibit the distribution of flyers.

Clubs are not required to submit a request to post on the Office of Student Activities’ or USG’s Instagram, campus screens or g-blast. The Office of Student Activities’ Social Media/Communications Assistant will post approved content provided the event is approved in a timely manner.

Campus screens – events must be approved two weeks prior.
G-blast – event must be approved prior to the submission deadline.
OSA IG – event must be approved at least 3 business days.

Solicitation of Funds

Clubs may not host income-producing events to raise funds for club activities, supplies, etc. Undergrad clubs may apply for co-sponsorship with USG. Publications should reach out to the Media Board for additional funds and Graduate Clubs may apply to the CA fund. Clubs may continue to solicit funds for non-profit organizations in accordance with guidelines.

Student groups may not use SAF for fundraising events or to solicit funds.

Risk Management

Club Membership & Student Conduct Expectations

We appreciate your commitment to ensuring that Student clubs and club-sponsored events are enriching experiences for the student body, fostering engagement while maintaining civility. We understand that, at times, situations may arise where a student’s actions do not align with acceptable behavior, or you may have concerns about a member or officer.

Please remember that student groups should always reach out to the Office of Student Activities to discuss conflicts or concerning behavior. Additionally, any matters related to impeachment, suspension/termination of membership, or removal from student-managed spaces must be consulted with our office before any action is taken.

We are here to assist you with mediation, conflict resolution, drafting/amending constitutions and guidelines for student-managed space, etc.

If you are experiencing issues and need to take action, please follow the procedure below to ensure a proper and organized process:

Initial Report
Please send me an email detailing the issues your club is having with the student(s) in question. Include the student’s full name and a clear explanation of the incident(s). The more specific and comprehensive the information, the better I can address the situation.
Mediation/Escalation Process
After receiving your report, I will determine if mediation and/or escalation is necessary. I will escalate the issue through the appropriate chain of command. This will include contacting the necessary parties, such as Student Affairs or other administrative staff, and requesting a meeting with your club to discuss the matter further.
Meeting with additional parties
This process may require that I meet with the student involved to hear their side of the situation and work to resolve the issue.
Immediate Action (if necessary)
If the situation requires immediate action, please contact Public Safety at 212-772-4444. They will address the issue right away and will follow up with me to ensure everything is properly handled.

I ask that you please follow these steps to ensure that all incidents are managed properly and in accordance with campus policies. If you have any further questions or need clarification, feel free to reach out to me directly.

Additional Campus Resources

Behavioral Response Team - the Team provides support and assistance to students in crisis or distress, and manages behavior that is cause for concern.

Office of Diversity and Compliance - to report discrimination, sexual misconduct, workplace violence, or other issues.