Frequently asked questions

How to do I apply for funding from Student Council?


HMS/HSDM Student Council funding for student organizations run on a quarter system following fiscal quarters: Q1: Jan 1 – Mar 31 Q2: Apr 1 – Jun 30 Q3: Jul 1 – Sept 30 Q4: Oct 1 – Dec 31 Funding applications will be sent out approximately one month before the start of the next quarter. You must apply before the deadline to be eligible for funding. Allocations will be released at the beginning of each quarter. Note: If a new organization is established mid-quarter, they will not be able to receive any funding until the following quarter. Rules Regarding Funding/Reimbursement

  • Only groups recognized by HMS/HSDM student council are eligible for funding.
  • Only events that were stated on the funding application will be reimbursed.
  • Funding from student council does not roll over from quarters – so spend all your money! Outside funding however does roll over
How to Get Reimbursed:
  • Fill out a reimbursement form found on top of the mailbox on the treasurers’ desk inside the new student affairs office. The pdf version is available at the bottom of this page. Unfortunately, ee cannot accept electronic submissions at this time.
  • If the receipt is lost, fill out a lost receipt form in addition with proof that the funds were spent (credit card statement, bank statement, etc)
  • Reimbursement checks will be ready for pick up in approximately 2-3 weeks during Treasurer Office Hours located in the new student affairs office ( Tuesdays 12:45-1:45 pm, Student Affairs Office TMEC 252)
  • Pick up your check(s).
  • If you cannot make office hours, please leave a stamped enveloped addressed to the recipient of the reimbursement, and we will mail out the check.
Outside Funding:
  • Student groups who plan to send solicitation letters to prospective donors must submit their letters for review to the Director of Student Affairs (Rosa Soler: rosa_soler@hms.harvard.edu) and the PME Director of Finance (Matt Sandler: matthew_sandler@hms.harvard.edu) for review.
  • Donors should make donation checks out to HMS Student Council and in the notes section MUST indicate the name of the specific student group they are making the donation to. Checks should be mailed to:
HMS Student Council Vanderbilt Hall 352 107 Avenue Louis Pasteur Boston, MA 02115
  • Reimbursements each quarter will be taken from the organization’s Student Council allocations first. If the allocated funds run out, then the remaining reimbursements will be taken from the organization’s outside funds balance.
  • Please note that donations to student groups cannot, at present, be deducted from taxes as HMS/HSDM student groups are not registered tax-exempt organizations.
Treasurers: Shivani Shah (Shivani_Shah@hms.harvard.edu) Richard Lu (Richard_Lu@hms.harvard.edu) Please find the reimbursement form and the lost receipt form in the documents attached here.




How do I solicit donations and process funding outside of HMS?


Outside Funding:

  • Student groups who plan to send solicitation letters to prospective donors must submit their letters for review to the Director of Student Affairs (Rosa Soler: rosa_soler@hms.harvard.edu) and the PME Director of Finance (Matt Sandler: matthew_sandler@hms.harvard.edu) for review.
  • Donors should make donation checks out to HMS Student Council and in the notes section MUST indicate the name of the specific student group they are making the donation to. Checks should be mailed to:
HMS Student Council
Vanderbilt Hall 352
107 Avenue Louis Pasteur
Boston, MA 02115
  • Reimbursements each quarter will be taken from the organization’s Student Council allocations first. If the allocated funds run out, then the remaining reimbursements will be taken from the organization’s outside funds balance.
  • Please note that donations to student groups cannot, at present, be deducted from taxes as HMS/HSDM student groups are not registered tax-exempt organizations.
Treasurers:
Akansha Tarun (Akansha_Tarun@hms.harvard.edu)
Richard Lu (Richard_Lu@hms.harvard.edu)




How do I donate to a student organization?


Please note that donations to student groups cannot, at present, be deducted from taxes as HMS/HSDM student groups are not registered tax-exempt organizations. Check donations must be made out to HMS Student Council. In the notes section donors MUST indicate the name of the specific student group they are making the donation to. All donation checks should be mailed to: HMS Student Council
Vanderbilt Hall 352
107 Avenue Louis Pasteur
Boston, MA 02115
Treasurers:
Akansha Tarun (Akansha_Tarun@hms.harvard.edu)
Richard Lu (Richard_Lu@hms.harvard.edu)




How do I plan an event?


Event Planning Guidelines for HMS/HSDM Student Groups OVERVIEW Planning an event is a complex process that more often than not involves multiple departments on the Harvard Longwood Campus (HLC), including Security, the Office of Communications and External Relations, Catering, the Office of Student Affairs (OSA), Room Scheduling and Custodial/Facilities. In order to ensure that your event is successful, and that we maintain positive relationships with our colleagues in other departments, it is important to carefully consider the scope of your event. Here are some questions to consider as you develop a complete picture of what you’ll need, and what teams around campus you’ll need to engage in order to ensure that your event is success:

  • What is my anticipated budget for this gathering – for catering, for media services (hand-held mics, lavaliers, video-taping all have fees associated with them), for the speaker fee (if there is one), for security, for a certified bartender (required if minors are in attendance), for space reservations, for marketing for the event?
  • What date do I plan to host this event? Have I ensured that it doesn’t conflict with other, perhaps required events and/or major holidays? Is the space that I intend to use available on this day and at this time?
  • How many attendees do I expect to come – will any of the attendees be non-Harvard affiliates? Will any of the attendees be minors?
  • Will I need to use the Harvard Medical School or Harvard School of Dental Medicine logo(s) in my marketing materials?
  • Will I need to fundraise or otherwise get sponsorship to support this gathering?
  • Will my peers and I spend monies up front to cover the costs of things like decorations and other items and require reimbursement from Harvard University?
  • Have I communicated with the Office of Student Affairs and/or the HMS/HSDM Student Council to inform them of the event I plan to host?
  • Will any of the guests I have invited require parking?
  • Will my event take place after 5:00 p.m. and/or on a weekend?
Given the many facets that there are for planning a successful gathering, the most crucial aspect of doing so is allowing enough time: enough time for you to determine the scope of what you’re envisioning, and then allowing enough time to effectively and pro-actively communicate with all the members of the HMS/HSDM community that you will need to support your efforts. The Office of Student Affairs recommends that you allow a minimum of six weeks to plan your gathering in an orderly, thoughtful manner. STEP-BY-STEP EVENT PLANNING Determine the scope of your event as best you can: how much it will cost, when and where you plan to hold/host it, whether or not you plan to have catering, and whether or not you’ll require media services. SOME IMPORTANT NOTES ABOUT SCOPE:
  • If you plan to host an event for fewer than 15 people, none of whom are minors, all of whom are Harvard affiliated, if it will not be held on a weekend or after 5:00 p.m. (which may trigger personnel issues if Media Services and/or Security are required), and if you don’t expect to require Media Services or catering, you can simply go online and reserve an appropriate room through Room Scheduling (room_scheduling@hms.harvard.edu). Please use the Student Council billing code: 520-46810-xxxx-000001-746037-0000-00000.
  • If you plan to host a larger event (50 or more), have minors and/or non-Harvard affiliates at your gathering, and/or your event will be held after 5:00 p.m. or on a weekend, you should plan to provide HMS Security (security@hms.harvard.edu) with a list of their names for the Security Desk to ensure that they’re able to gain access to campus without HUIDs.
  • If you plan to have catering at your event, depending on where you host it, you should plan to contact HMS Facilities (facilitiescallcenter@hms.harvard.edu) to request tables on which to put your food.
  • If you plan to use the Harvard Medical School and/or Harvard School of Dental Medicine logos, you should plan to contact Belinda Davis(belinda_davis@hms.harvard.edu) and Paul Dimattia(paul_dimattia@hms.harvard.edu) in the Office of Communications External Relations (OCER) to ensure that you get the correct, meaning officially sanctioned logo.
  • If you and your co-organizers plan to put out monies up front to cover costs and will eventually require reimbursement, you will need to work with the Office of Student Affairs to create profiles in Harvard University’s vendor system. This will entail completing a w-9 form, which the Director of Student Affairs will then submit to the Office of Finance for processing. The turn-around for this process is usually 1-2 business days. Once your profile is created you will need to complete a Non-employee reimbursement form and submit all original receipts to the Director of Student Affairs. The Non-employee reimbursement form requires an original signature, and takes at least 7-10 business days to process. Given this, plan to complete and submit w-9 forms as early as you can so your profile is set up and the reimbursement process is smooth. Also, do NOT spend money that you will then urgently need to be reimbursed for. Harvard University is a highly efficient but huge organization; reimbursements take time.
  • If you plan to fundraise, you must submit your letters to the Program for Medical Education’s Director of Finance Matt Sandler (matthew_sandlers@hms.harvard.edu) for review. Please cc Director of Student Affairs on this correspondence (rosa_soler@hms.harvard.edu). If you are able to obtain funds from donors, please advise them to make checks payable to the HMS/HSDM Student Council (if you are a student group), indicate that any donations from an are not tax-deductible and to indicate clearly on the check which specific student group the check is for and/or the name of the event. Also advise them that all checks should be mailed to the following address:
HMS Student Council Vanderbilt Hall 352 107 Avenue Louis Pasteur Boston, MA 02115 Finally, please contact the HMS/HSDM co-treasurers with a cc to the Director of Student Affairs (rosa_soler@hms.harvard.edu) to inform them to expect checks from donors, including the amounts and institution donating it so that HMS/HSDM Student Council co-treasurers have a heads-up to keep an eye out for these checks and to deposit them into the right account in a timely manner.
  • HMS/HSDM Student Council pays for parking. If you anticipate that your guests will require parking, please check with HMS/HSDM Student Council leadership to determine your budget for parking, and then contact the Director of Student Affairs, who will make parking arrangements.
Once you have a sense of scope, contact the following constituents to let them know of your plans, and to get feedback about your intended scope:
  • Director of Student Affairs (Rosa Soler, rosa_soler@hms.harvard.edu)
  • Faculty Adviser (if you’re a student group and have a faculty adviser)
  • HMS/HSDM Student Council (if you are a student group with some funding allocated to determine existing funding )
  • Room Scheduling (room_scheduling@hms.harvard.edu) to determine room availability and to make room reservation. NOTE: Please be sure to answer all fields as accurately as possible. Doing so prompts Room Scheduling to follow up with other departments as needed, which will be beneficial to your event. Please cc Director of Student Affairs on this correspondence. Please use the Student Council billing code: 520-46810-xxxx-000001-746037-0000-00000.
  • HMS Media Services (Media_Services@hms.harvard.edu) to request audio-visual support as needed and to determine exact costs. Please cc Director of Student Affairs on this correspondence.
  • HMS Security (security@hms.harvard.edu) if you expect non-Harvard affiliates or minors, to attend, if you plan to serve alcohol, or if your event will be held on a weekend or after 5:00 p.m., inform them of the event and inquire about any additional information they may need. Please cc Director of Student Affairs.
  • Belinda Davis (belinda_davis@hms.harvard.edu) and Paul Dimattia (paul_dimattia@hms.harvard.edu) in the Office of Communications and External Relations if you plan to use the logo in your electronic marketing of the event and/or on posters. Please cc Director of Student Affairs on this correspondence.
  • Contact your guests with details of your exciting event! Give them enough advance notice so that they can plan to attend.
This is meant as a general guide. It is not exhaustive. If you have questions or concerns,err on the side of advance planning and pro-active communication. This will ensure that your event is a success. The Office of Student Affairs is here to support your efforts. The programs initiated by HMS/HSDM students are among the most robust, relevant, and important that occur on the Harvard Longwood Campus, and OSA is proud to be a part of them.




How can I access shared HMS/HSDM study material?


The student body has put together a big collection of high yield resources. Please fill out the HMS/HSDM Student Resource Request Form by entering your email if you are an HMS/HSDM student and you will get an email with a link to access.




How can I offer the Student Council my feedback?


The Student Council strives to do everything in their power to make HMS and HSDM a better experience for you in real time. The feedback that you provide is read thoroughly and presented at our biweekly Council meetings, our biweekly Executive Board meetings, and our monthly meetings with Dean Hundert and Dean Saldaña. We use your feedback to guide our efforts as a Council and to address any concerns that you might have to the best of our ability. Please disclose your feedback here or feel welcome to email a council member personally.




What are the recommended guidelines for food for my event?


HMS has developed a food policy for the medical school to make it a more inclusive, healthier, safer food environment. This includes a shortlist of pre-screened, discounted catering options to make ordering food for lunch talks, etc. a bit easier.




What are the emails for contacting various groups and years at HMS and HSDM?


Student Council: student_council@hms.harvard.edu First Year (M1) Student-to-Student Listserv: hms-hsdm2022@hms.harvard.edu Second Year (M2) Student-to-Student Listserv: hms-hsdm2021@hms.harvard.edu Third Year (M3) Student-to-Student Listserv: hms-hsdm2020@hms.harvard.edu Fourth Year (M4) Student-to-Student Listserv: hms-hsdm2019@hms.harvard.edu You can also reach all your classmates via the All Students listserv. Use your HMS/HSDM email address and send email to the following list for approval by the Vice President of Operations: StudentsToAllStudents@listserv.med.harvard.edu!




How can I join the Facilities and Sustainability team?


The HMS Facilities and Sustainability team are look for student representatives for each academic year. We hope to have 1-2 representatives from each Society. The committee provides a forum for exchanging feedback, expressing priorities, developing project opportunities, and learning from practitioners on how Harvard’s commitment to sustainability is being met by strategies at HMS. Students will also have the opportunity to develop events such as brown bag lunch talks on topics such as the intersection between climate and health or how hospitals are addressing sustainability. The first meeting will take place in early each calendar year. To be considered, please submit an email expressing you interest to: sustainability@hms.harvard.edu. Please include a brief description of why you are interested, what you bring to the process, and what you hope to get out of it. Commitment: Attend quarterly morning meetings with HMS Facilities team, Longwood Sustainability Manager, and guests. The Office for Sustainability will provide breakfast since meetings are scheduled for the mornings. Develop events (~1x/semester) such as lunchtime talks, i.e. panels on climate and health, Built-environment and health, ethics for climate change mitigation and adaptation, hospital/healthcare sustainability etc. Benefit: Exposure to organizational processes and opportunity to influence strategies that impact the HMS campus Student input is greatly valued – full participants in the process – meaningful pause from course work! Work with HMS staff as colleagues Please let us know if you have questions by emailing sustainability@hms.harvard.edu Peter Stroup, HMS Facilities Director Don Gillis, HMS Energy Manager Adam Meier, Longwood Sustainability Manager HMS Student Sustainability Committee




How can I join the Office of the Committee on Admissions for the Pathways Program?


The Office of the Committee on Admissions for the Pathways Program is now accepting nominations for student Committee members for the 2017-2018 admissions season. Involvement begins in late August and goes through early February. To be considered, please submit an email expressing your interest to: Admissions_Office@hms.harvard.edu. Please include a brief description of why you are interested, what you bring to the process, and what you hope to get out of it. One paragraph is sufficient. All candidates will be scheduled to meet with the Faculty Associate Dean of Admissions prior to being considered for a seat on the Committee. *PLEASE NOTE:* If you are a tutor for Harvard, or participate in the committee letter process for pre-medical applicants at any college, you are not eligible to serve on the Committee. THE COMMITMENT: • Training: two workshops in Sept./Oct. plus two interview observations • Interviews & Reports: 2 per week most weeks from late Sept thru early Feb • Committee Meetings: approximately 9 evening meetings between Oct and mid-Feb THE REWARDS: • Pick your future colleagues – a great service to the school • Student input is greatly valued – full participants in the process • Work with faculty as colleagues Please let us know if you have questions! Melissa HMS Admissions Last year’s Committee members, in case you want to ask them about their experience: Maria Duarte Tiara Forsyth Gabriel Friedman Nicole Gunasekera Karyn Haitz Cathy Hao Hasan Khosravi Komal Kothari Tenzing Lama Snowy Liu Michal McDowell Andy Nguyen Kristan Scott Connie Shi Sumi Sinha Hanna Song




How can I join the HMS Standing Financial Aid Committee?


The HMS standing Financial Aid Committee is seeking three incoming student members for the 2018-2019 academic year. Serving on the Financial Aid Committee provides students with an opportunity to advocate at a leadership level on topics surrounding financing medical education. Over the past few years, the Financial Aid Committee has provided invaluable input on topics such as fundraising, web design, financial aid transparency, setting the cost of attendance budgets, reviewing financial aid policies, and considering student appeals. The Committee is made up of student, faculty and staff members who collectively have a unique platform to raise awareness on concerns related to medical education affordability and debt at a leadership level. The Committee meetings begin September 25th. Students who are selected to serve on the Financial Aid Committee will be scheduled to meet with the Director of Financial Aid prior to the first meeting to allow an opportunity for an overview. THE COMMITMENT: The Committee will meet four times during the academic year. All meetings are held on Tuesdays from 12:30-2:00pm in Gordon Hall – Bibring Room (lunch provided) on the following dates: September 25th November 20th February 19th April 23rd Attendance during your first year is very important since our meetings our limited and schedules will limit you in continuing years. There are typically a few additional requests (as time allows) for student members to participate in a sub-committee and/or development/alumni events. Thank you for your consideration to serve in this important role at HMS. Sincerely, Chair of the Financial Aid Committee - Dr. Dewayne Pursley Director of Financial Aid – Stephanie Hunt




How can I create a new student group?


Complete a New Student Group Application and collect 50 signatures from members of the HMS and/or HSDM student body.

Contact the Student Council President to schedule a presentation during a general body meeting. A vote to recognize the proposed group shall be held by the Student Council members present after the visiting applicants have been dismissed. Approval is determined by a majority vote of Council members present.




When and where are Treasurer Office Hours?


Shivani Shah (Shivani_Shah@hms.harvard.edu) and/or Richard Lu (Richard_Lu@hms.harvard.edu) have office hours on Tuesdays 12:45-1:45 pm in the Student Affairs Office TMEC 252. During these, you can pick up your reimbursement check(s). If you cannot make office hours, please leave a stamped enveloped addressed to the recipient of the reimbursement, and we will mail out the check.




How can I be reimbursed for student activities?


Fill out this online form for Student Council reimbursements! We will email you when your check is ready (please keep all original checks until this process is complete). Once your check is ready for pickup (typically a 2-3 week process), one of us will notify you via email. Checks may be picked up from 12:45-1:45pm on Tuesdays inside Student Affairs. If you are unable to collect a check during office hours, please let us know! With your permission, we can a) give checks to friends b) leave checks taped to the whiteboard by Denise Brown's desk for pickup or c) mail them to you. If you have further questions please email both treasurers. Treasurers: Shivani Shah, Shivani_Shah@hms.harvard.edu Richard Lu, Richard_Lu@hms.harvard.edu





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