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Manual for Student Officers, Student Interest Groups and Student Organizations.

To Use this Guide:

Use the Resource Manual as a reference for you and your executive board members. All the forms and checklists referenced in this manual are fillable forms that are hyperlinked from the section. Just click, fill out, and email or print!

  • Advertising and Communications
    The Office of Marketing and Communications (MarCom) at the Johns Hopkins University School of Nursing (JHSON) creates and manages the communications and marketing initiatives at the JHSON. MarCom has developed a guide for students, the Marketing & Communications Guidelines, Policies, and Best Practices for Students to help students communicate effectively and efficiently. Here is a presentation that will assist you: How our Marketing & Communications Office can work with your group. 
  • Budget/Financial Reports and Information
    Approved student groups and organizations are provided funding through the Student Affairs. Student “interest” groups may apply for nominal funding to offset start-up costs and any activity fees. New groups must submit a Request for Approval of New Student Organization Form to receive this start-up funding.

    Funding is provided to groups on a per-academic year basis. Funds will be distributed in the fall semester of the academic year. All student groups requesting funding must submit an Annual Request for Funding form to Student Affairs in September, prior to the funding allotment.

    All student groups must submit an End of Year Report at the end of the academic year reconciling their financial expenses and any income.

    If there are any questions regarding a group’s budget or financial reports, please contact the Office of Student Affairs.

    Financial Transactions

    All financial transactions involving a student group’s budget must be approved by the Office of Student Affairs. This includes deposits, transfers, payments, reimbursements, etc. Groups must complete the Student Event Request and Reimbursement Form.

    Events and financial transactions must be approved prior to the actual transaction. For example, a Student Event Request and Reimbursement Form must be completed and approved by the Office of Student Affairs and Office of Student Affairs before ordering food or supplies for an event.

    Transactions that are not approved by the Office of Student Affairs may not be eligible for reimbursement or covered by the group’s budget.

    Contracts

    All student organizations must secure contracts for any services received on behalf of their organization, whether on or off campus. Student organizations should submit any contract to the Office of Student Affairs for review. No student may enter into a contract or make promise of payment or other compensation, including use of University property, to any vendor, contractor or individual. Students who enter into contract without University approval may be held responsible for costs or legal action by the contractor. Per University policy, contracts can ONLY be signed by University administration. Students cannot sign contracts or they will be held personally liable.

    Reimbursement/Payment Guidelines

    Please avoid paying large amounts of personal funds. Generally, vendors are familiar with the School and won’t have a problem working with an invoice. In order to pay outside vendors, requests must be submitted at least 15-20 business days in advance of due dates. Please note that reimbursements cannot be made in the form of cash.

    When submitting receipts for reimbursement, please keep receipts sorted by date, converted to American dollars and attach them to an 8 ½ x 11 sheet of paper. Please keep receipts separated by date. Remember - all transactions must be approved beforehand by submitting a Student Event Request and Reimbursement Form.

    Invoices: Check requests are used to pay outside vendor invoices. If the vendor is not already set up in the Accounts Payable system, you will also need to get the vendor’s Federal Tax ID number to complete the Check Request form. Please take all invoices and/or receipts to Office of Student Affairs in the Student House for processing. Remember - all transactions must be approved beforehand by submitting a Student Event Request and Reimbursement Form.

    Personal Reimbursement: This is the method of reimbursement used to pay individuals who have spent their personal money for approved expenses. Such expenses should be kept to a minimum. Students can expect to receive reimbursement 3-4 weeks after submitting the reimbursement request. In order to receive personal reimbursement, all receipts must be submitted to the Office of Student Affairs. Please note that we do not reimburse for tax. Please be sure to obtain a tax-exempt certificate from the Office of Student Affairs prior to making any purchases. Remember - all transactions must be approved beforehand by submitting a Student Event Request and Reimbursement Form. If you already have direct deposit with Johns Hopkins, your reimbursement will go directly into your account; otherwise, it will be mailed to the address you provide.

    Tax-Exempt Certificate: Because Johns Hopkins University has tax-exempt status, you cannot be reimbursed if you have paid sales tax for a reimbursable purchase. A tax-exempt certificate should be obtained from the Office of Student Affairs. The tax-exempt certificate can only be used for purchases associated with official business of your student group. It is not to be used for personal use, under any circumstance!

    Procurement Card: The easiest – and preferred – method of payment for any club/organization purchase is by the Office of Student Affairs’ procurement card. Purchases will be charged directly to the group’s account. No cash will change hands. There are restrictions as to what the procurement card can be used for so please check before planning any purchases.

    Deposits to Account: If depositing cash from a fundraiser, etc. you must complete a Student Event Request and Reimbursement Form and submit it to the Office of Student Affairs, along with the deposit receipt. You can take the funds for deposit directly to the Business Office on the 2nd floor. They will provide a receipt. Please keep a copy of the receipt for your records.

    Alumni Association Funds: If you have applied for and have been awarded funds from the Alumni Association, please inform your group’s Treasurer, and the Office of Student Affairs. Please check with the Student Affairs for procedures relating to submitting the necessary documentation at the end of the school year accounting for expenditures and a balance of your Alumni Association award.
  • Community Service & Community Engagement

    SOURCE is the community engagement and service-learning center for the Johns Hopkins University Schools of Public Health, Nursing, and Medicine. SOURCE partners with over 100 non-profits in Baltimore City, and supports student groups with community engagement activities.

    Student groups interested in community engagement should contact SOURCE for assistance. The center provides a variety of supports and guidance, and can thoroughly explain student group requirements and expectations pertaining to community engagement activities.

    Several ways that SOURCE can support student groups include:

    • Connections to Baltimore non-profits and community-based organizations
    • Connections across Johns Hopkins institutions
    • Advising on recruitment, event planning, campus policies, community engagement initiatives, institutional memory, and Baltimore history
    • Publicity and co-sponsorship of Special Events
    • Education and Training including: the basics of service-learning, Hopkins and community history, facilitating group discussions, leadership activities, principles of effective partnerships, and more
    • Leadership Transitions for student groups
    • Sharing Relevant Updates from SOURCE to student groups
    • Participation in SOURCE’s Annual Community Involvement Fair in September
    • Opportunities for recognition, appreciation, and celebration
    • SOURCE can also support student groups in understanding and adhering to relevant JHU policies and procedures, including:

    • Child Safety Policy – when working with youth under the age of 18, required Reporting of all Community Engagement Activities (including volunteer names, emails, hours of service, and community partner)

    Clinical Volunteerism – requires direct oversight of JHU faculty

    Contact SOURCE:

    You can contact SOURCE at 410-955-3880, SOURCE@jhu.edu. The center is located on the 1st floor of the School of Public Health (615 N. Wolfe St.), Suite W1600. http://SOURCE.jhu.edu

  • Constitution/By-Laws
    A group’s constitution and by-laws outline the basic purpose of the organization and set the parameters that govern the action and activities of the group. It is recommended practice to combine these two instruments into a single document.

    The document must:

    a) Define the primary characteristics of the organization;
    b) Describe how the organization functions;
    c) Include all the rules that the group considers important enough that they cannot be changed without previous notice to all members and the vote of a specified majority and cannot be suspended.

    Any constitution of an approved organization must be legal under the laws of the federal, state, and local governments.
  • Emails/Listservs/Intranet Portal Sites
    The SON IT department will set up a group mailing list for approved student groups. Only SON email addresses can be used. The School of Nursing is bound by University and Hospital privacy issues related to personal patient and/or student information. All faculty, staff and administrators will communicate with SON students only by using their SON email addresses. Private email addresses cannot be used in JHSON listservs.

    To create an email account or mailing list, please contact the IT Department at 410-614-8800.
  • Event Planning
    All student events planned at the JHSON that are open to the public, or involve any non-JHSON representative (i.e. – guest speakers) must have approval from the Office of Student Affairs prior to any further planning of the event. This also includes any fundraising events. Students must check the school calendar and complete the Event Registration Form before scheduling the event.

    General Guidelines for All Events

    Inform Student Affairs of the event that you are planning. A group meeting where only current members are invited and topics of discussion include group activities, planning, or organizing does not need prior approval.
     
    • The group or organization will be notified of the status of the event request via e-mail within two business days. Once the event is approved, students may continue with scheduling the event.
    • Room reservations and multimedia requests should be made at the same time and are made on a first come − first served basis. Be sure to contact the Special Events office regarding room set up and catering. The Special Events office requires at least 10 business day notice for events.
    • Attendance at events will be limited to the posted room capacity.
    • Groups that do not plan to use the reserved meeting space must cancel the reservation at least 24 hours in advance.
    • Please note that there is an additional cost for events that require security, housekeeping, and a bartender if serving beer/wine.

    Tips for Successful Event Planning

    Program planning is vital to all organizations. Providing activities for the Johns Hopkins community affords social and educational opportunities and enhances the quality of interaction among community members. All this takes time and organizational skills.

    13 Successful Steps to Event Planning

    Step 1 – Assess Your Resources
    Know what you have to work with before you begin planning an event. Faculty and staff members, students, and community groups are all resources. Do you have time, people, and financial ability? Go over plan with your Adviser and your Executive Board members. Check with Student Affairs on the balance of your budget.

    Step 2 – Assess Your Audience
    Who will attend? What are their interests? What are your goals? What needs are you trying to meet?

    Step 3 – Brainstorm Ideas
    What type of event are you planning? What is the purpose of the program? Do you have a theme? What is your marketing plan?

    Be creative – what kinds of events might meet your group’s goals? Don’t evaluate ideas at this point, just list all suggestions. Once this is done, review each idea and assess it for feasibility.

    Step 4 – Develop a Timeline
    Make a list of everything that needs to be done to plan the event. Sometimes it’s easier to work backward from the date of the event to the present. Make a schedule that shows when each task needs to be completed. A sample Timeline can be found in the Appendix.

    Step 5 – Develop a Budget
    Most likely you have a set amount of money available to spend on the event, or ticket sales may need to cover all the costs. Work with your Treasurer, Adviser, and the Office of Student Affairs to create your budget. List all associated costs and allocate the available funds. Collaborating with other groups of campus is a great way to pool resources, both financial and otherwise!

    Step 6 – Meet with Student Affairs and Special Events
    Set up a meeting with Student Affairs to discuss details and to find ways they can support the event. If necessary, include Special Events in this meeting. You will need Special Events if you are serving alcohol, have specific room set up needs, are inviting VIP’s, or just need extra assistance with catering or other vendors.

    Step 7 - Reserve Space and Multimedia Resources
    Reservations for space at JHSON can be made here: http://nursing.jhu.edu/reservations

    Step 8 – Make Contact
    Contact all the persons necessary for a successful event. These may include: performers, speakers, volunteers, and campus departments. Remember, Hopkins is a busy place and there are many events happening at a given time. Be sure to give everyone ample time to schedule and commit to your event! Many departments require advance notice to schedule individuals—so give yourself plenty of time!

    Step 9 – Promoting Your Event
    Use a variety of ideas to market your group and its events. The Marketing and Communications Office (MarCOM) can help with this. You are welcome to promote your event on Social Media, request that it be included in Student ENews or SONVitals, and create fliers to post around the school. When you are excited about it, anyone that you talk to will be excited too. When promoting your event, consider using a consistent, eye-catching theme for all marketing materials, make your materials legible, and convey enthusiasm about your event! Student Affairs can help you with printing (10 copies of fliers), contacting MarCom, and other advertising needs.

    Step 10 – Pre-Event Details
    • Arrange for food for guests, performers, and volunteers. If you are catering the event, be sure to work closely with the Office of Student Affairs for help.
    • Check about security arrangements.
    • Complete contracts, agreements, etc. All contracts need to be signed by authorized Hopkins representatives. Students are not permitted to sign contracts.
    • Discuss payment with Student Affairs. Remember JHU is tax free, so we cannot pay tax to any vendor. You have the option to pay vendors directly (and be reimbursed), have Student Affairs be invoiced from approved vendors, or Student Affairs can pay with a department credit card.
    • Make travel arrangements for a guest speaker or performer.
    • Coordinate volunteers for set-up, during program, and for clean-up. Tip: Assign an executive Board member to be in charge of volunteer coordination. Use the Volunteers spreadsheet to list volunteer jobs, times needed, and number of people needed. Be sure to send emails or texts to your volunteers to keep them informed about your event! When in doubt, get ask for more help than you think you’ll need!
    • Sell tickets (if needed)
    • Buy any supplies needed for the event. Purchase supplies early to save money. Some supplies that are always handy include: tape, scissors, dinnerware, drinks, ice, decorations, tablecloths, cups, etc.
    • Pick up and requested checks and a tax-exempt form from the Office of Student Affairs

    Step 11 – The Event

    • Arrive early—try to arrive 20-30 minutes before your first volunteers are supposed to show up. Then you can assess the room and troubleshoot if things aren’t quite right and check your AV equipment
    • Get entrance ready—set up your check-in table for guests and volunteers and put up signage if needed
    • Organize your volunteers—some important tasks include: decorations, setting up seating, setting up food and drink stations, and managing the entrance.
    • Meet and greet with your performer, speaker, or artist. Run through the timeline with them and answer any questions they have. If they have a presentation or need to use multimedia resources, make sure everything is uploaded together and that they know how to use equipment.
    • Enjoy the event!
    • Clean up – this is an important, yet oft-forgotten part of event planning. Try to get some volunteers to come for this part (your pre-event volunteers will likely want to go home). Pick up trash,

    Step 12 – Evaluate
    Write a brief synopsis of the event, including participant and planner comments, attendance,
    suggestions for future events, and final costs. Write down:

    • Attendance
    • Problems occurring during planning or during program
    • Effectiveness of the program and publicity
    • Feedback from presenter, performer, etc.
    • Feedback from audience and volunteers
    • Contact names and numbers that you used

    Step 13 – Follow Up

    • Thank all speakers/guests/performers
    • Follow up to ensure that all payments have been made
    • Reflect/Evaluate

    Important: Please visit the JHU Accessibility Site for information about accessibility for events.

    Room Reservations

    The JHSON Room Reservation Policy offers first priority to academic and program needs. Second priority is generally offered to directly related SON entities/activities (identified below). “Directly related SON entities/activities” (classified as second priority):

    • All student groups
    • SON Development activities
    • Alumni-affiliated groups
    • JHH Department of Nursing
    • SON guest lecturers
    • SON receptions and presentations
    • BSPH events and courses (pre approved by Associate Dean Angell or Associate Dean Grady)

    Requests for space are to be made online at: http://nursing.jhu.edu/reservations

    The Johns Hopkins School of Nursing has a number of rooms that can be reserved for meeting and/or events. Helpful Hint: reserve your space early!

    Food and drink are restricted in all computer labs (rooms 317, 318, 320, and 333), and in all of the skills labs. Keep in mind that the café tables and chairs on the first floor are available throughout the day and evening but need to be reserved if you plan on tabling.

    Multimedia

    There are a variety of available multimedia resources at JHSON. These include equipment for loan, services, and classrooms and meeting rooms with integrated technology. Services and equipment can be used for academic purposes free of charge. If student groups with to use multimedia services they will be required to pay the hourly rates listed in the services grid. Equipment will be loaned to student groups free of charge.

    Students should submit multimedia requests at the same time room reservation requests are made. Multimedia requests can be made on-line at: http://nursing.jhu.edu/reservations. Equipment and service reservations should be received with no less than 48 hours’ notice. No requests will be accepted verbally. Reservations are not complete until you receive an email confirmation.

    Multimedia Services must be reserved using the reservation system at http://nursing.jhu.edu/reservations.

    Catering Services

    Student groups and organizations may use a variety of catering services for events. If the event is small the group may order food on their own through local delivery services. If the event is large it is recommended that the group work with Student Affairs to contact the Special Events Office. The Special Events Office can assist in ordering the appropriate food from the approved catering list for your event and work with your group’s budget in getting the most for your money. Please note that The Special Events Office requires at least ten business day notice for events.

    Don’t forget: All contracts must be signed by an approved Hopkins representative. Students are not permitted to sign contracts.
     
  • Faculty Adviser
    All student groups and organizations must have at least one faculty adviser. Student groups seeking advisers are asked to submit two names of potential faculty advisers to Office of Student Affairs for approval. Once approved, student groups will be notified and can then invite a faculty member to serve in the adviser role. Faculty members with questions about Adviser expectations are asked to contact Office of Student Affairs in the Student Affairs Office.

    The Faculty Adviser − Student Relationship
     
    • Attends as many of the groups’ programs and meetings as possible
    • Serves and a mentor to the members of the group
    • Promotes closer involvement among faculty and students
    • Has knowledge of all plans and activities of the group
    • Represents the group and its interests in faculty meetings
    • Serves as a resource for the group
  • Fundraising
    Fundraising is an important aspect of student leadership development as financial support for group activities and events comes primarily from the money students raise to fund their group. While it may be possible for student groups to receive nominal funding through the SGA or the SON, students are primarily responsible for raising the group’s money.

    Fundraising activities are also a way for students and groups to “give back” to the community. Many groups host fundraising events to raise money for a charity or community organization. Please note that the JHSON will not be able to support any non-Hopkins related event. If it is not a sponsored or recognized JHSON or Hopkins organization, we will not be able to schedule fundraising activities or send out broadcast emails. Only SON student groups or Hopkins affiliated groups can host fundraising events.

    The Johns Hopkins University School of Nursing is a top-tier, professional school and encourages students to present themselves appropriately. Fundraisers that are unprofessional or that are disrespectful to the students, the School of Nursing or the profession of nursing will not be permitted. Use of the official Johns Hopkins University logo is permitted but students must follow the official University guidelines. Students may also work with the Office of Marketing and Communications to create designs.

    There are many resources within the Johns Hopkins University community that students can utilize when fundraising. Please be sure to communicate your fundraising idea with Office of Student Affairs.

    Student groups have also been able to apply for supplemental funding and grants from student and School groups including the Nursing Student Senate and the Alumni Association. Ask Student Affairs for more information on additional funding.

    IMPORTANT: Always consult with Student Affairs before reaching out to anyone at the SON, or outside the school for additional funding.
  • How to Start a Group
    All students wishing to start a new student group or organization within the Johns Hopkins School of Nursing (JHSON) should follow these guidelines for approval:

    1) Set up an initial meeting with JHSON students to discuss the mission and goals of the new group and to determine the level of student interest. Prospective student groups must have no fewer than five active members to be considered for approval. Tri-School groups between the SON, SOM, and SPH must have at least 10 active members from the SON.

    2) Submit a Request for Approval of New Student Organization Form: 

    How to start a new group (Please submit to Student Affairs).

    Draft a Mission Statement, the goals and desired outcomes of the group, and distinguish the group from other existing SON groups or organizations.

    3) Come up with two possible faculty members to serve as adviser to the group. Tri-School groups should have at least one SON faculty member as an adviser to the group.

    Once the above information is submitted to the Office Student Affairs, the group will be considered a student interest group. Groups will move from being an interest group to an approved student group once they have demonstrated a strong commitment and sustainability as a structured group at the SON throughout the year (i.e. regular meetings with active members, successful group activities, process established to elect officers for upcoming terms, record keeping and files to be passed on).

    Please note that any JHSON student group or organization must abide by the following
     
    • Must be not for profit or for personal gain of any individual.
    • Must be open to all persons of the SON community without regard to race, color, creed, religion, national or ethnic origin, gender, sexual orientation, age, marital status, citizenship, or handicap.
    • Must avoid duplication of purposes, goals and activities with other organizations at the JHSON.
    • Must avoid hazing activities as defined by the Johns Hopkins University Hazing Policy.
    • Participation in a group must be voluntary and members have the right to disassociate with a group at any time without prejudice.

    Once approved, student groups should prepare to elect officers who will assume leadership roles within the group. Tri-School groups are strongly encouraged to have at least one JHSON student in a leadership position. JHSON student group officers must be enrolled at the JHSON as a full-time, matriculated student and be in good academic standing at the time of nomination and must remain in good academic standing throughout their term in office. Students will be ineligible to hold an office should they fail to maintain the requirements as listed above.

    It is important that the contact information remains accurate throughout the year. Should your group or organization change leadership, you must submit the updated information to the Office of Student Affairs. Groups will not be eligible for annual funding without updated contact information on file with the Office of Student Affairs.

    Groups affiliated with an external organization, such as a national organization or professional society, must submit a copy of the constitution, articles of incorporation or other governance document of the external organization for review. In all cases, University policies and regulations supersede those of the external organization. A student group or organization will not be able to use the Johns Hopkins University name, reserve space, or access a student account until approval is granted. A group may be approved at any time.

    What to do after your group is approved:

    1) Become familiar with guidelines and policies for all JHSON Student Groups and Organizations;
    2) Create an email account with the help of Student Affairs/IT;
    3) Schedule a meeting with Office of Student Affairs to review the goals, activities, and events planned for the year; and
    4) Finalize the group’s constitution and bylaws.
    5) When new officers are elected, submit new officer information to Student Affairs.

  • JHSON Contact Information
    Important Contact Information for Student Organizations

    Do you need assistance? The Office of Student Affairs is here to help! You can visit the Office of Student Affairs on the second floor of the Student House, calling (410)-955-7545, or emailing sonstudentaffairs@ jhu.edu.

    Looking for important documents? Visit: http://nursing.jhu.edu/information/current-student/studentaffairs/organizations/index.html
  • JHMI/East Baltimore Campus Student Groups
    A list of current groups and descriptions can be found here: http://nursing.jhu.edu/information/current-student/student-affairs/organizations/index.html

    Information on student groups from other Johns Hopkins University Divisions can be found at:

    Johns Hopkins University School of Public Health: http://www.jhsph.edu/assembly/student_groups.html

    Johns Hopkins University School of Medicine: http://www.hopkinsmedicine.org/gsa/student_life/student_groups.shtml

    Johns Hopkins University School of Arts & Science/School of Engineering
  • Meetings

    Tips for Planning a Successful Organization/Group Meeting

    Meetings are held to:
    • Reach decisions
    • Discuss strategies
    • Update the group on important projects
    • Don’t meet for the sake of meeting! Have a purpose, a clear agenda, and a plan.
       
    Preparing for a meeting:
    • Give the expected attendees advance notice of the meeting. Recurring meetings afford you the opportunity to PLAN AHEAD
    • Secure a space for the meeting
    • Prepare and circulate an agenda for the meeting at least 24 hours before the meeting
    • Review the minutes from previous meetings to refresh your memory
    • Do not rely solely on e-mail. Use all available resources to advertise the meeting i.e. flyers,Student E-News, SON Calendar of Events, etc.
    • Meet with the executive board prior to the meeting to discuss the meeting topics and plan for the meeting
    • Know the audience – who is attending your meeting and what will they want to know?

    During the meeting:
    • Start and finish the meeting on time
    • Ensure participants feel respected and understood. Allow everyone an opportunity to voice their opinion and listen with an open mind
    • Vote on all recommendations
    • Keep an accurate account of voting outcomes
    • Assign responsibility for work to be completed after the meeting

    After the meeting:

    • Official minutes should be sent to participants prior to the next meeting for review
    • Follow-up on the meeting topics. Email people who signed up for committees and provide further information on any topics that came up to keep the group engaged. This will keep people coming back to your meetings!
    • Send a thank you note or e-mail to the members who attended the meeting

    Agenda

    Student groups and organizations are encouraged to use agendas when planning meetings. Agendas are great tools to use for organization and preparation.

    Guidelines for creating an agenda:
    • Specify name of group, date, time, and location.
    • Specify starting and ending times.
    • Limit the number of items to be covered, so you can be sure to deal with each adequately.
    • Include clear statements of objectives in terms of the decisions or action to occur. Use an "action caption" for each: "for discussion," "for decision," "for your information."
    • List urgent items first: prioritize.
    • Present items in logical sequence. Think it through before deciding.
    • Provide any material participants will need to prepare for meeting, but don't overdo it. If you make the task look monumental, people will find reasons not to come.
    • Identify a contact person to whom questions or comments on the agenda may be directed.
    • Identify the person responsible for presenting or conducting each item or section of agenda.
    • Identify material participants should bring to meeting, for each item.

    Minutes

    Student groups and organizations are encouraged to record minutes for all meetings. Minutes are helpful with sharing of information and also keeping a history of the groups’ actions and discussions.

    Minutes should be recorded at every meeting. Meeting minutes serve to record what took place at a meeting, not what was said at a meeting. Items that should be included in the minutes are:

    • Place, time and date of the meeting.
    • Kind of meeting (a regular or special meeting called to discuss a specific topic).
    • Names of committee members present.
    • List of other attendees.
    • A statement that the minutes of the prior meeting were approved, revised or not read.
    • Items discussed in order listed on the agenda. Briefly describe main points discussed and state actions taken. A transcript of the discussion is not necessary, but be sure to include actions, votes, resolutions, motions, etc.
    • Keep the minutes to the point. Give complete information but do not ramble.
    • A structured format will help you keep the minutes succinct. For example, you may wish to use headings such as "Agenda Item" followed by subheadings "Discussion" and "Action Taken."
    • Minutes should always be objective and impartial. They should be factual and not contain editorial opinions and comments.
    • If a member of the committee is assigned a task or volunteers for an assignment, state clearly the person's name and the responsibility accepted.
    • The time the meeting was adjourned and the place, time and date of the next meeting.
    • The recording secretary's signature and typed name.

    Minutes should be distributed to everyone in the group and a copy needs to be kept on file with the group’s official records.

  • Policies

    Alcohol Policy

    Events where alcohol may be permitted to be served would be combined faculty/student events that are served through a catering service. Permission to serve alcohol at these types of events is not guaranteed and must receive permission from the Office of Student Affairs before the event takes place.

    Also, please note the following conditions:
    • The sale of alcoholic beverages at Johns Hopkins student organization events must be through a licensed vendor and must be sold on a “per drink” basis; “open bar” events are prohibited.
    • Johns Hopkins student organizations may not collect money for entrance to an event in order to defray the cost of alcohol, i.e., cover charges.
    • “Open parties,” meaning those with unrestricted access by non-members of the student organization without specific invitation are prohibited from serving alcohol.
    • All recruitment activities and/or events, hosted by a Johns Hopkins student organization must be dry, meaning no alcoholic beverages will be available or served.
    • The service of alcoholic beverages at any event or activity hosted by a Johns Hopkins University student organization must comply with the laws of the state of Maryland and the laws and ordinances of the city of Baltimore. This policy applies to events both on and off campus.
    • Only beer and/or wine may be served. The purchase or unlicensed distribution of kegs and other bulk quantities is not permitted.
    • The organization must agree to follow the procedures for assuring that persons attending the event who are underage will not be served. In addition, the organization and/or individuals in the organization may be subject to university disciplinary action if underage patrons are served alcoholic beverages.
    • Publicity (flyers, etc.) for events at which alcoholic beverages are served must not include any mention of beer/ wine.
    • Persons who violate or attempt to violate these regulations will be asked to leave the event and may be subject to university disciplinary action. Organizations that violate the alcohol policy will lose the privilege of serving alcohol at their events.
    • No members of Johns Hopkins student organizations, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to anyone under the age of 21. The student organization hosting the event is responsible for ensuring that age verification process is followed.
    • Events hosted on campus by Johns Hopkins student organizations must comply with university policies regarding the reservation of rooms and campus space and including regulations governing the service of alcoholic beverages.

    Guidelines and Information for Film Festivals and Screenings, Video & DVD Recordings, and Public Performance Rights

    Under federal law, no movies or films can be shown in public spaces, including residence hall lounges, without first obtaining film rights. If you rent, buy, or borrow a video or DVD recording, it is usually intended for “home use” only. Students, staff, faculty members, and student organizations are required to first obtain copyright permission from a film distribution company.

    There are several exceptions to this law:

    1) Home viewing: A student may show a lawfully obtained (rented from Blockbuster, purchased from a store, etc.) video to family members or a small group of friends in his/her own home (dorm room, apartment, etc.).

    2) Faculty members may show a film for educational purposes if:

    a) it is during face-to-face teaching activities.
    b) It is shown in a classroom or similar place devoted to instruction. The audience is limited so that only persons enrolled in or teaching the class (and necessary staff) may attend. In addition, there should be an educational component such as a discussion or panel after the film.

    Below are two ways through which you may obtain copyright permission:

    1) Obtain permission from a licensing service such as:

    a) Swank Motion Pictures, Inc. (http://www.swank.com). Swank typically rents videos with a licensing agreement allowing one public showing of the video before returning it. Manual for Student Officers, Student Interest Groups and Student Organizations 16
    b) Milestone Film & Video (http://milestonefilms.com). Milestone may sell videos and public performance rights allowing the purchaser to have unlimited on-campus screenings for the life of the video.

    2) Contact the producer, copyright holder, or film distributor (usually a movie company like Warner Bros.). They can provide you with a written waiver to the copyright allowing you to show the movie or film.

    Copies of rental agreements or other licensing documentation must be given to the Student Services Officer prior to the screening. You may also have the licensing company send this information directly to the Student Services Officer in the Office of Admissions and Student Services, 525 N. Wolfe Street, Suite 113, Baltimore, MD 21205).

    Johns Hopkins University Policy on Hazing

    The Johns Hopkins University prohibits hazing. Hazing is defined to be: Any action or situation which recklessly or intentionally endangers the mental or physical health or safety of a student; or willfully destroys or removes public or private property for the purpose of affiliation, initiation, admission or as a condition of continued membership in any organization recognized as a fraternity, sorority, athletic team or student organization by Johns Hopkins University, on or off University, fraternity, or sorority property. Examples of conduct that would violate this policy may include but are not limited to:

    1. All forms of physical activity not part of an organized, voluntary athletic context or not specifically directed toward constructive work.
    2. Any activity (including voluntary athletic contests and constructive work) that might reasonably bring harm to the individual.
    3. Paddling, beating, or otherwise permitting undergraduate or alumni members to hit individuals.
    4. Depriving individuals of the opportunity for sufficient sleep, decent and edible meals, or access of means of maintaining bodily cleanliness.
    5. Activities that interfere with an individual’s academic efforts by causing exhaustion, loss of sleep, or loss of reasonable study time.
    6. Requiring individuals to consume alcohol or drugs.
    7. Forcing, coercing, or permitting individuals to eat or drink foreign or unusual substances.
    8. Any requirement which compels an individual to participate in any activity which is illegal, perverse, publicly indecent, contrary to the individual’s moral and/ or religious beliefs, or contrary to the Student Code of Conduct and/ or policies and regulations of the university.

    Groups such as fraternities, athletic teams, and student organizations may be held accountable for misconduct by individuals committed in the context of group membership.
     
  • Rights and Responsibilities of Groups
    The Johns Hopkins University School of Nursing (JHSON) affords students the opportunity to get involved in a variety of student organizations and groups. This manual is designed to assist in the maintenance of these organizations. The handbook will provide helpful tips on handling various issues your organization/group may face.

    RIGHTS AND PRIVILEGES OF STUDENT INTEREST GROUPS & ORGANIZATIONS
    • Receive nominal funding through School of Nursing (SON) Student Affairs
    • Reserve meeting space in the SON
    • Host fundraising events
    • Sponsor and invite speakers to the SON
    • Publicize activities sponsored on campus
    • Advertise events throughout the SON
    • Use the Johns Hopkins University name and logo per university guidelines
    • Work in conjunction with the SON Computer Network Support staff to create an organization website
    • Recruit SON students as members
       
    EXPECTATIONS OF A STUDENT OFFICER
    • Keeps the Director of Student Affairs and the faculty adviser informed of all organizational activities, meeting times, locations, and agendas
    • Provides all parties with minutes of all meetings
    • Schedules meetings with the Director of Student Affairs
    • Serves as ambassador and official representative of the JHSON
    • Serves as a positive role model for the members of the organizations
    • Follows the appropriate procedures

    ROLES AND RESPONSIBILITIES
    Director of Student Affairs − Student Relationship

    • Serves as the contact person for all student organizations in the School of Nursing
    • Assists in the orientation of new officers
    • Provides on-going leadership training opportunities for new officers
    • Assists the groups in abiding by all SON policies, procedures, and regulations
    • Assists groups in setting realistic goals and objectives
    • Serves as a resource to all student organizations and groups
    • Maintains historical data on all student organizations
    • Represents the group and its interests in staff meetings
    • Assists with budget development and oversight

    The Faculty Adviser − Student Relationship

    • Attends as many of the groups’ programs and meetings as possible
    • Serves as a mentor to the members of the group
    • Promotes closer involvement among faculty and students
    • Has knowledge of all plans and activities of the group
    • Represents the group and its interests in faculty meetings
    • Serves as a resource for the group