Student Organization Policies & Resources

Presence is Hamline's student engagement platform. It serves as our Student Organization Directory and Student Activities Calendar, and is a central location for students to learn about ways to get involved on campus. Find step-by-step information on how to update your organization’s profile, create events, and track attendance.

Did you know that Hamline Undergraduate Student Congress provides more than $75,000 in funding to student organizations each year? In order to be eligible to request a HUSC budget, student organizations must first become chartered by HUSC. Once chartered, organizations are able to take part in HUSC's annual budgeting process.

In addition to annual student organization budgets, HUSC also manages four different funds: Contingency, Conference, Challenge, and Collaboration. Information is available on the HUSC website.

Questions about the chartering process should be directed to the Student Organization Committee Chair (huscsoc@hamline.edu). Questions about budgets and funding should be directed to the Economic Affairs Committee Chair (husceac@hamline.edu).

Student organizations that spend, generate, or receive Hamline funds are highly encouraged to maintain a budget spreadsheet. Budgeting keeps your finances under control, shows when you need to make adjustments to your spending, and helps determine your future funding needs. Find an example budget and budget template here.

Chartered student organizations with HUSC budgets can make purchases on behalf of their organization by checking out the HUSC purchasing card (p-card). Learn more about the p-card process on the HUSC website or use this form to request a p-card reservation. Questions about student organization purchasing can be directed to phaught01@hamline.edu or the HUSC Treasurer (husctreas@hamline.edu).

If your student organization has a budget and wishes to use it to book a vendor or performer, you will likely need to create a contract*. If the vendor/performer does not provide you with a contract or invoice, you will be required to create one in order to request a check from Accounting. Consider using the templates below if you need to create a contract. If you have questions about this process, please contact Patrick Haught, director of student activities at phaught01@hamline.edu.

Students are not authorized to sign contracts on behalf of Hamline. The assistant director of student activities or your organization's advisor are the only individuals who can sign contracts.

All space reservations on campus are managed by Conference and Event Management, located in 121 Sorin Hall. To request event space, student organization leaders should complete the Hamline event registration form on Presence. For meeting and tabling requests, complete this form or contact Conference & Space Management by visiting Sorin 121 or emailing space@hamline.edu.

Hamline Dining Services offers a variety of catering options. The Green & Gather menu offers full-service catering, while the Square Tomato menu offers budget-friendly grab-and-go options specifically for student organizations. View menu options or place a catering order via Catertrax.

Events taking place in Anderson Center for 25+ guests may only serve food through Hamline Catering unless an exemption is granted. Outside catering is welcome in other buildings on campus. Questions about catering can be directed to Evan Horton at evan.horton@sodexo.com.

Chartered student organizations with HUSC budgets can charge printing to their org in a few different ways:

• Send your print job to the campus printers, just like you would for a personal print job. After you select the print job(s) and click “Print” at the physical printer, you should be brought to a screen that asks you to select an account. Select the option that begins with “FD21”.
  • This option will only exist for student organization officers that were listed on the organization’s renewal form at the end of the previous academic year. If you have been added as an officer mid-year and need printing access added, email phaught01@hamline.edu.
• Email your print job and all necessary specifics (quantity, size, etc.) to piperxpress@hamline.edu along with your org’s budget number. If you don’t know the budget number, email husctreas@hamline.edu or phaught01@hamline.edu to request it.

Please note that charging personal printing to your organization is strictly prohibited and will result in the loss of printing access.

When it comes to promoting events, there is a wide variety of resources available to student organizations:

• Posters and banners
  • Supplies for hand-made posters and banners are available in the Involvement Center (Anderson 317)
  • For a fee, the PiperXpress Printing Center offers
    • Printing and copying in black and white or color
    • Wide-format banner printing
    • Laminating
    • Cutting
    • Folding
    • Booklets and brochures
  • To hang a banner in the Anderson Forum, complete the Anderson Banner Request Form and drop your banner off at the Anderson Front Desk
  • Anderson banners must be 36-inches wide by 60-inches long
    • The Involvement Center has colored rolls of butcher block paper that comply with these dimensions
    • If you are having a banner printed by PiperXpress, design it using 11-inches by 17-inches for the highest quality
  • All posters being hung on campus must be stamped by the Anderson Front Desk. Once stamped, posters can be hung on any public bulletin board on campus
  • Student organizations are responsible for removing their posters once the event date has passed
  • Requests to hang posters in campus offices should be directed to those specific offices
  • Contact reslife@hamline.edu to have posters hung in the residence halls
• Chalking
  • Chalk is available in the Involvement Center in Anderson 317
  • Review Hamline's chalking policy (view on Policies page) for rules and regulations
• Hamline digital signage
• Inside Hamline
• Social media
  • Send graphics to sald@hamline.edu or @hu_sald on Instagram to have them featured on our account
  • Ask other student organizations to feature your event advertisement on their pages or stories
• Event calendars
  • Hamline events calendar
  • Student Activities calendar on Presence
    • Information on how to submit events to Presence is available on HUSC's Presence resource page
       

Student Activities manages 24 lockers located on the third floor of Anderson Center, which are available to all student organizations on a first-come, first-served basis. Contact sald@hamline.edu to inquire about availability.

Public Safety manages the use of five 12-passenger Hamline vans. Registered student organizations are able to request the use of the van for off-campus events, field trips, and service projects. The vans are rented out on a first come, first serve basis. It is important for student organization leaders to submit requests for vans as soon as possible, as vans are available to all faculty, staff, and student organizations on campus. More information is available on Hamline Public Safety's van rental page.

Student organizations engaging in off-campus travel taking place overnight, or beyond 50 miles away from Hamline University, are required to register their travel with Student Activities and Leadership Development:

• The trip leader should submit a Hamline travel registration form (Google Form) at least two weeks prior to the trip
• The Student Activities and Leadership Development Office will review all requests
• Once approved, the trip leader will be notified and all trip participants will be sent the emergency contact and liability form (Google Form)

Please consult the student travel policy (view on Policies page) or contact Patrick Haught at phaught01@hamline.edu to learn more about Hamline travel policies.