Sac guide 2017 (1) by The Harvard Foundation

The Harvard Foundation

for Intercultural and Race Relations

SAC GUIDE

An Introduction to the Student Advisory Committee

Dear SAC Representatives, Welcome to the SAC! We are here to support you and your student organizations in every way that you need us, from fostering dialogue and supporting your events to building coalitions between our student groups for broader impact. Through the Student Advisory Committee (SAC), we aim to foster understanding and collaboration between groups, address and discuss issues facing the diverse array of communities on campus, and connect groups with many resources. As a representative of your student group, you play a crucial role in achieving the above goals, as well as making Harvard a more inclusive and welcoming space. As a SAC Representative, you serve as point of connection between the Harvard Foundation, other SAC groups and the group that you are representing. You will have the opportunity to develop relationships with SAC representatives from over 85 cultural groups and faculty advisers, and to use each SAC meeting as an open space to learn and be inspired by the diversity of perspectives present. Finally, these opportunities for coalition-building and discussion, are supplemented with opportunities to receive financial, personal, and infrastructural support for your events. Please reach out to us if you would like any questions answered, have concerns, have suggestions, or would just like to talk! Additionally, get to know your fellow SAC Representatives at our meetings – you never know what innovative intercultural events and initiatives may arise.

Best,

Layla Siddig and Hakeem Angulu SAC Co-Chairs 2017-2018

CONTENTS

I. II. III. IV. V. VI. VII. VIII. IX.

SAC Board Members ……………………………………………………………………………………………..4 SAC Background…………………………………………………………………………………………………...5 Procedures for New SAC Groups………………………………………………………………………………6 SAC Meetings……………………………………………………………………………………………………....7 Grant Process…………………………………………………………………………………………………….....8 Intern Contact…………………………………………………………………………………………………..….15 SAC Member Organizations…………………………………………………………………………………....16 Faculty Advisory Committee Members…………………………………………………………..………….18 Harvard Foundation Annual Programming………………………………………………………….……..19

I. SAC BOARD MEMBERS Co-Chairs: Layla Siddig and Hakeem Angulu ● Coordinate the infrastructure of the SAC ● Create content for monthly meetings ● Run SAC/FAC meetings ● Serve as liaisons between the SAC and FAC (Faculty Advisory Committee)

Finance Chair: Charles Michael ● Manages grants and the disbursement of ~$50,000 annually to SAC groups Communications Director: Adinawa Adjagbodjou ● Takes the minutes of all meetings ● Manages the email account ● Creates the weekly newsletter

II. SAC BACKGROUND

The Harvard Foundation Student Advisory Committee (SAC) consists of representatives from 89 student organizations that represent the breadth of diversity at the College.

Any undergraduate student organizations officially recognized by Harvard College with a mission of improving race relations and promoting intercultural awareness and understanding may apply to join the Harvard Foundation Student Advisory Committee.

Once the organization has been voted in as a member of the Student Advisory Committee by a group of peer representatives and Faculty Advisory Committee members, the organization may submit grant applications for programs and projects that enlighten the Harvard community on aspects of race, culture, religion, ethnicity, and sexual orientation.

SAC group representatives have a chance to voice their thoughts, ideas, and concerns to the SAC Board, Harvard Foundation director, staff, and interns, their peers, and members of the Faculty Advisory Committee as well as other distinguished individuals of the Harvard community. SAC meetings provide an important forum for addressing issues that arise throughout the year that often have profound implications for student groups.

The SAC has pioneered several programs to increase dialogue, foster collaboration, better address the needs of member organizations, and to provide a more open and dynamic community for SAC groups to contribute. These include: a reformed meeting structure, leadership dinners, and collaborative initiatives.

III. PROCEDURES FOR NEW SAC GROUPS

Now that your organization has been accepted as a member of the Harvard Foundation Student Advisory Committee, your designated SAC representative will need to schedule an arrival orientation meeting with the SAC board after reviewing the contents of this manual to ensure your organization understands the SAC grant process, and to get your organizations information into the financial system.

In order for your organization to receive grant money in a timely manner, your organization’s tax identification number (TIN) must be submitted to the Harvard Foundation’s administrative coordinator. All approved student organizations have a TIN. The administrative coordinator will assist your organization in submitting an W-9 form to the financial office. It takes about two weeks to be approved, barring any complications, so it is best to provide the administrative coordinator your organization’s TIN as soon as you are accepted into the SAC.

The SAC board will also need to add your group’s name to the jotform for the required end of year grant summaries.

IV. SAC/FAC MEETINGS

As a SAC Representative, you will be required to attend each monthly SAC meeting throughout the year. This will maintain a sense of continuity with the discussions and activities we plan for the meetings. SAC meetings are generally held the first Wednesday of each month in the PBHA Parlor Room. We understand that schedules get busy, so if you are unable to attend a meeting for some reason, please send another member from your SAC group; keep in mind that you can only miss one meeting as a representative. If SAC groups miss a meeting, they will be deducted five percent on grants during the next cycle.

Monthly SAC meetings are a venue in which SAC Representatives have a chance to voice their thoughts, ideas, and concerns to the SAC Board, Harvard Foundation staff, interns, their peers, and members of the Faculty Advisory Committee as well as other distinguished individuals of the Harvard community. SAC meetings provide an important forum for addressing issues that arise throughout the year that often have profound implications for student groups. In addition, guest speakers often are invited to meetings to share insights, as well as inform SAC groups of resources available on campus.

Wednesday, October 4th from 8AM to 9AM in the PBHA Parlor Room

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Wednesday, November 1st from 8AM to 9AM at the Office of Career Services

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Wednesday, November 29th from 8AM to 9AM in the PBHA Parlor Room

V. Grant Process 2017-2018 Grant Specifications ●

There will be 4 grant cycles: 2 in the fall and 2 in the spring.

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Each organization may apply up to 4 grant applications per cycle (16 applications per year). o

Fall Semester Cycle I: ▪

Application Due Date: Friday, October 6th

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Covers: Events before Friday, October 27th

Fall Semester Cycle II: ▪

Application Due Date: Friday, November 10th

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Covers: Events occurring after October 6th

Spring Semester Cycle I:

Spring Semester Cycle II:

Fall 2017 Calendar: ●

Grants due October 6th .

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Interviews the week of October 8th

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Grants deposited October 15th

Grant Application Procedure

Grant Guidelines The following is a set of guidelines that will be used to evaluate grant applications. It is expected that applicants have read and understood the following guidelines before applying for funding from the Harvard Foundation.

General Guidelines a. Statement The Harvard Foundation Student Advisory Committee (SAC) sponsors events and activities to promote racial awareness and understanding in the Harvard community and to highlight the cultural contributions of students from all backgrounds.

b. Grant Submission Submit grants using the Harvard College Common Grant Application, at https://asperin.fas.harvard.edu/cga/protected/admin.do. ● Enter the full name of your organization without acronyms or prefixes (such as “The Harvard” or “The”) Ex: The Harvard Islamic Society should enter its name as “Islamic Society.” ● Co-sponsoring organizations should select one group to apply for funding for the entire event. That group is responsible for distributing the awarded grant money amongst the co-sponsoring groups. C learly indicate the designated group on your Common Grant Application. ● All events supported by Harvard Foundation grants must be held on campus. Events held off campus will not be eligible. ● Collaborative events co-sponsored by SAC groups will receive a 20% bonus in capped grant amounts. ● Groups can apply for up to 3 grants per cycle.

c. The Political Nature of Projects If a project should venture into the political realm, the Foundation sponsors those projects that offer balanced, opposing views of the issue(s). We may also sponsor projects that we feel present a view which is absent or lacking on campus.

d. Alternative Funding We presuppose that applicants seek alternative sources of funding such as the Undergraduate Council (UC), Ann Radcliffe Trust/WCCF, Institute of Politics (IOP), and Office of the Arts (OFA). Please be aware that the Harvard Foundation often does not award the total amount requested. We advise multiple funding sources to acquire all the necessary funding for your events. e. Profit and Revenue The Foundation will not fund any events in which a profit will be generated. Grants are not to be used to offset costs in order for an organization to generate a profit. Any and all potential income and revenue shall be taken into consideration as a potential for offsetting costs, including, but not limited to ticket sales, etc. 10

f. Accountability The Harvard Foundation expects each organization to use granted money for the purposes specified in the original grant application. ● It is also expected that an organization submit a project summary, including all information requested on the Project Summary Guidelines. ● If an event does not occur, the organization is expected to return all granted funds to the Harvard Foundation. The organization will be required to submit a grant summary for the cancelled event, with the description of the event being “event cancelled.” ● If an organization has insufficient records of legitimate expenditures or does not submit a project summary, funding for that organization will be reduced by 50%. Checks will not be available until the Harvard Foundation receives confirmation from your faculty advisor that your organization has been in contact with him or her regarding this semester’s events. g. Other Foundation Events The Harvard Foundation puts on numerous events independent of the grant application process. DO NOT submit grants for participation in these events. The Foundation will provide separate funding for the following: ● Cultural Rhythms Performance The Foundation will fund costumes for performances in its annual Cultural Rhythms Show up to $150 and on a case by case basis. ● Cultural Rhythms Food Festival The Foundation will provide a stipend of $150 for groups participating in the Cultural Rhythms Food Festival.

Funding Restrictions

● Film Screenings - SAC groups are strongly encouraged to partner with the Harvard Foundation in our ongoing Film Series for large film screenings with high profile invited guests, such as directors, actors, producers, etc.. The Harvard Foundation will assist in costs associated with traveling and accommodations for guest speakers. Groups that wish to hold their own screenings separately from the Harvard Foundation Film Series must include an educational component (i.e. speaker, discussion, food workshop, etc.) in order to qualify for grant funding. ● “Study Breaks” - All study breaks must take place in an undergraduate dining hall during brain break to receive funding from the Harvard Foundation. Organizations may not submit more than 3 study breaks for funding per semester. (The SAC Board reserves the right to withhold funding from study break-type events that do not demonstrate a significant effort to incorporate students outside the applicant SAC group’s membership). ● All events must directly serve and be open to the entire undergraduate 11

community. Intercollegiate events will be judged on a case by case basis. If an inter-collegiate event is funded, funds allocated must be used for that portion of the event that directly benefits the Harvard community. We also only fund student groups that are part of our Student Advisory Committee II.

Specific Funding Guidelines Please note that it is not necessarily the responsibility of the Foundation to fund grants in their entirety, but rather to show support for events that promote intercultural and race relations. The funding caps presented are maximum amounts we are allowed (but not required) to award.

a. Costumes, Instruments, and Decorations Funding Costumes, instruments, and decorations are left to the discretion of the SAC. If funded, however, these items must remain property of the undergraduate group that received the grant. Additionally, we encourage these items to be reused for their cultural purposes.

b. Food We provide funding for food events, provided that the food will serve to introduce students to ethnic cuisine. We provide funding for food festivals that furnish participants with an introduction to a different ethnic cuisine. The application must reflect this purpose. We do not provide funding for closed, sit-down dinners.

c. Instructors Instructors will be funded, but only if the instruction is on a beginning level such that it promotes initial orientation. Funding will cover instruction for a limited time only. We are unable to fund transportation.

d. Publicity It is expected that organization make use of the Harvard Foundation copy machine for posters.

e. Speakers i. The content and importance of the speaker(s)’s visit must be explained in the application. The geographic proximity of the speaker(s) must also be included. In order to better evaluate the project, we require a short description of why each speaker is relevant to the event. ii. We do not provide funding for honoraria. iii. Accommodations for guests should be sought within the houses. iv. We provide funding for a fraction of travel expenses to be determined based on: ● Number of speakers invited ● Travel distance ● Size of event and diversity of the intended audience 12

● Size of the Harvard Foundation grant budget

Funding Caps

Item Speakers/Guests Accommodations Travel

*maximum of $600 (3 speakers) Decorations Food Mini Reception (0-25) Small Reception (25-50) Medium Reception (50-75) Large Reception (75+) Catered, sit-down meal Instructors (per semester) Production Costs A/V, not including Karaoke Venue Fee All other Production Costs (i.e. costumes and instruments, lighting, etc.) Publicity Small event (25-50 attendees) Medium event (50-75 attendees) Large event (75+ attendees) Publications Established Magazine Start-up Magazine Security

Caps

$100 $200 per speaker $30

$50 $75 $125 $175 $5 per person $200

$80 $200 $200

$10 $25 $50

$300 $500 $100

III.

Student Advisory Committee Grant Process & Procedures a. The Harvard Foundation will put up for review all grants requested from the Foundation. b. During grant meetings, please be respectful of all cultures and give each grant full consideration. c. A board member from each SAC Group must be present at every grant review session in the semester for which their group is applying for grants. Groups will suffer a 5% deduction on grants for each absence from review sessions. d. The final grant awards of all SAC groups are confidential. Financial information about individual SAC groups is not available to the general public. e. A brief description of the Grant application is to be read by the SAC Representative present at the meeting representing the organization applying for the grant, after which questions are to be asked to the presenter. Each application is allotted a three-minute time period for presentation, questions, and deliberation by the SAC. f. In order to avoid conflicts of interest, the SAC member of the organization whose grant is under consideration must leave the room while the allotment is made for his or her organization. g. Grant awards will be subject to deductions of 5% per absence at SAC monthly meetings and biannual Leadership Dinners and 50% for missing grant summaries. Grant decisions are to be approved by the Faculty Advisory Committee at a review with the SAC officers. h. After the review, follow-up emails will be sent by the Harvard Foundation to student representatives to inform the applicants of approval or denial. Note: no grant amounts may be given out over the phone. Applicants who have received funding will be instructed to pick up their grant award packets at the Harvard Foundation. i. Checks will not be available until the Harvard Foundation receives confirmation from your faculty advisor that your organization has been in contact with him or her regarding this semester’s events. j. Before the end of the semester, each group is required to submit a summary and photos of the events for which they received funding using the following f orm: http://form.jotform.us/form/40915192143147. A number of grant summaries and photos will be selected to be published in the Harvard Foundation journal.

Disclaimer: All decisions made by the SAC Boards will be final.

For additional information please contact:

The Harvard Foundation for Intercultural and Race Relations 2 Thayer Hall Harvard University Cambridge, MA 02138 TEL: 617-195-1527 FAX: 617*496-1443 15

Email: hfsacboard@gmail.com Or visit our website: http://www.harvardfoundation.fas.harvard.edu

VI. INTERN CONTACT

Intern List: hf-interns@lists.hcs.harvard.edu Intern Alumni List: harvardfoundation-alumni@lists.hcs.harvard.edu Jasmine Chia ‘18

jasminechia@college.harvard.edu

Cengiz Cemaloglu ‘18

ccemaloglu@college.harvard.edu

Nuha Saho ‘18

saho@college.harvard.edu

Olutoyin Demuren ‘18

olutoyindemuren@college.harvard.edu

Devontae Freeland ‘19

dfreeland@college.harvard.edu

Dylan de Waart ‘19

dewaart@college.harvard.edu

Jess Erion ‘19

jerion@college.harvard.edu

Anant Pai ‘19

anantpai@college.harvard.edu

Layla Siddig ‘19

lsiddig@college.harvard.edu

Mahnoor Ali ‘19

mahnoorali@college.harvard.edu

Hakeem Angulu

hangulu@college.harvard.edu

Brenda Esqueda Morales

besqueda@college.harvard.edu

Eleanor Shea ‘20

eleanor_shea@college.harvard.edu

Kacey Gill ‘20

kacey_gill@college.harvard.edu

VII. STUDENT ADVISORY COMMITTEE MEMBER ORGANIZATIONS

Africa Business and Investment Club Asian American Dance Troupe Asian American Women's Association Association of Black Harvard Women Ballet Folklorico de Aztlan Black Men's Forum Black Students' Association BlackCAST Canadian Club CAUSA Chinese Music Ensemble Concilio Latino de Harvard Dharma Fuerza Latina Global China Connection Harvard African Students' Association Harvard Bhangra Dance Company Harvard Bulgarian Club Harvard Catholic Student Association Harvard College Act on a Dream Club Harvard College Bolivian Association Harvard College Dominican Students Association Harvard College First Generation Student Union Harvard College Hellenic Society Harvard College Iranian Asssociation Harvard College Irish Dancers Harvard College Latinos in Health Careers Harvard College Queer Student and Allies Harvard College Sangeet Harvard College Students for Bangladesh Harvard Francophone Society Harvard GLOW Harvard Haitian Alliance Harvard Half Asian People's Associaation Harvard Hillel Harvard Islamic Society Harvard Japan Initiative Harvard Japan Society Harvard Korean Students Association Harvard Organization for Latin America Harvard Radcliffe RAZA Harvard Society of Arab Students Harvard Society of Black Scientists and Engineers

Harvard South Asian Dance Company Harvard Taekwondo Harvard Taiwanese Cultural Society Harvard Thai Society Harvard Undergraduate Brazilian Association Harvard Vietnamese Association Harvard-Radcliffe Asian American Association Harvard-Radcliffe Chinese Students Association Holoimua O Hawaii Hong Kong Society La Organizacion de Puertoriquenos en Harvard Latinas Unidas de Harvard College Latino Mens's Collective Lebanese Club Mariachi Veritas de Harvard Native Americans at Harvard College Nigerian Students Association PADAME Palestinian Solidarity Committee Philippine Forum Singapore, Indonesian, And Malaysian Association Society of Black Scientists and Engineers South Asian Men's Collective South Asian Students Association The Kuumba Singers of Harvard College Turkish Student Association Under Construction United World Club at Harvard Woodbridge International Society

VIII. FACULTY ADVISORY COMMITTEE MEMBERS

Dr. Ali Asani, Professor of the Practice of Indo-Muslim Languages and Cultures Dr. Allison Simmons, Samuel H. Wolcott Professor of Philosophy Dr. Benedict Gross, George Vasmer Leverett Professor of Mathematics Dr. Bruce Price ’72, Associate Professor of Neurology, Chief of the Department of Neurology at McLean Hospital Dr. Cassandra Extavour, Associate Professor of Organismic and Evolutionary Biology Mr. David L. Evans, Senior Harvard College Admissions Officer Dr. Harry Richard Lewis, Gordon McKay Professor of Computer Science Dr. Jay M. Harris, The Harry Austryn Wolfson, Professor of Jewish Studies Dr. John E. Dowling ’57, Ph.D. ’61, Gordon and Llura Gund Professor of Neurosciences, Professor of Ophthalmology Dr. Leo H. Buchanan, Audiologist, Harvard University Health Services Dr. Marla Frederick, Professor of African and African American studies and of Religion Dr. Michael McElroy, Gilbert Butler Professor of Environmental Studies Dr. Robert Lue, Professor of the Practice of Molecular and Cellular Biology, Director of Life Sciences Education Dr. Robin Gottlieb, Professor of the Practice in the teaching of Mathematics Dr. S. Allen Counter, Director of the Harvard Foundation, Professor of Neurology Dr. Sandra Naddaff, Director of Freshman Seminars, Director of Studies in the Literature Concentration, Senior Lecturer on Literature and Comparative Literature Dr. Scott Edwards, Alexander Agassiz Professor of Zoology in the Museum of Comparative Zoology, Curator of Ornithology Mr. Steven B. Bloomfield, Executive Director, Harvard University Weatherhead Center for International Affairs Dr. William A. Graham, Dean of the Faculty of Divinity Emeritus, John Lord O’Brian Professor of Divinity, Murray A. Albertson Professor of Middle Eastern Studies Dr. William R. Fitzsimmons ’67, Dean of Admissions and Financial Aid to Students Dr. Xiao-Li Meng, Dean of the Graduate School of Arts and Sciences, Whipple V. N. Jones Professor of Statistics

IX. HARVARD FOUNDATION ANNUAL PROGRAMMING

Student Advisory Committee Grants The Foundation annually distributes about 250 grants each semester, totaling about $50,000, to SAC member organizations. The SAC and FAC review the grants and the Foundation administers the funds.

Humanitarian of the Year & Gomes Lecture The Peter J. Gomes Humanitarian Lecture is usually held in the spring, and it traditionally consists of a luncheon/dinner hosted by a House and a lecture by the Humanitarian of the Year.

Cultural Rhythms Festival Held every February, the Cultural Rhythms show and food festival celebrates Harvard’s rich cultural and ethnic diversity by showcasing the talents of dozens of student performance groups. The students and faculty of the Harvard Foundation annually nominate an outstanding individual as Artist of the Year to be honored at the festival. Planning for Cultural Rhythms in some respects takes place year-round and requires the dedicated work of all the Foundation interns.

Science Conference The Albert Einstein Science Conference: Advancing Minorities and Women in Science, Engineering, and Mathematics is held in March, typically on a Friday and Saturday. On Friday, a luncheon is held to honor the Distinguished Scientist Award recipient. On Saturday, K-12 students from Boston/Cambridge public schools are invited to participate in faculty and student-led science demonstrations.

Aloian Dinner The David S. Aloian Memorial Dinner and Awards Ceremony is the last event of the year, in which awards are presented to students, race relations advisors, and the Faculty of the Year Award recipient in recognition of their contributions to intercultural and race relations during the year.

Portraiture Project The Portraiture Project aims to increase the presence of minority faculty and administrators in Harvard’s portrait displays. Each year the Foundation typically installs 1-2 portraits throughout campus.

Special Events, Panel Discussions, and Speakers The Foundation continually seeks to host distinguished figures of national and international significance to Harvard, as well as to conduct other smaller-scale discussion events. Suggestions for guests and new programs are welcome from all students on campus. When presenting an event 20

suggestion to the interns and staff of the Foundation, do take some time to draw up a written proposal and/or budget.*