Student advisory committee Guide

The Harvard Foundation for Intercultural and Race Relations

Student Advisory Committee (SAC) Guide A Guide for Understanding SAC Representative Role

Table of Contents Harvard Foundation Mission Statement

3

Harvard Foundation Annual Programs

4

Harvard Foundation Student Advisory Committee (SAC) Board 2016-2017

5

Student Advisory Committee (SAC) Co-Chairs Welcome Letter

6

Background & SAC/FAC Meetings

7

Calendar of 2016-2017 SAC & FAC Meetings and Procedures for New Organizations

8

Grant Introduction, Dates, Guidelines, Instructions, and Process Grant Introduction and Dates Grant Application Guidelines Grant Submission Instructions Grant Application Timeline

9 10-11 12 13

Grant Summary Guidelines and Uncommon Connections Grant Grant Summary Guidelines Uncommon Connections Grant

14 14-15

Event Planning Guidelines

15

Advertising & Tabling Procedures, and Wheelchair Accessible Locations Harvard College Rules and Procedures for Advertisting Harvard College Wheelchair Accessible Locations

16 17

Appendix A, B, and C Appendix A: Grant Cycle Graph Appendix B: Established Funding Caps Appendix C: Reserving Rooms with RoomBook

18 19 20-21

SAC Organizations and FAC Members Student Advisory Committee (SAC) Organizations Faculty Advisory Committee (FAC) Members

22 23

Harvard College Resources and Student Life Resources Harvard College Resources Harvard College Student Life Resources

24-25 25-27

2

The Harvard Foundation for Intercultural and Race Relations

Harvard Foundation Mission Statement In 1981, the President and deans of Harvard University established the Harvard Foundation for Intercultural and Race Relations with the mandate to “improve relations among racial and ethnic groups within the University and to enhance the quality of our common life.�

In pursuit of this mission, the Harvard Foundation seeks to involve students of all racial, ethnic, and cultural backgrounds in the ongoing programmatic enterprises of the College and University, and to highlight the cultural contributions of Harvard students of all backgrounds.

The Harvard Foundation sponsors annual programs and activities that are designed to promote diversity, inclusion and equity in the interest of interracial, intercultural and inter-religious understanding and harmony in the Harvard community.

Student Advisory Committee Mission Statement The Harvard Foundation Student Advisory Committee (SAC) serves as the umbrella organization for all affinity groups on campus. The SAC connects constituents to financial and administrative support; provides a forum for affinity groups and their leaders to discuss issues facing their students on campus and advocates on behalf of those groups to the administration and wider Harvard community.

The SAC ultimately aims to promote intercultural and race relations on campus.

3

The Harvard Foundation for Intercultural and Race Relations

Annual Programs Humanitarian of the Year & Reverend Peter J. 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 & Artist of the Year 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 and Scientist of the Year 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.

Harvard Foundation Awards Dinner & Aloian Dinner The David S. Aloian Dinner & Harvard Foundation 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 suggestion to the interns and staff of the Foundation, do take some time to draw up a written proposal and/or budget.

4

The Harvard Foundation for Intercultural and Race Relations

Student Advisory Committee Board (2016-2017)

Yousra Neberai ’18 Dylan de Waart ’19 SAC Co-Chairs • Coordinate the infrastructure of SAC • Create content for monthly meetings • Facilitate Student/Faculty Advisory Committee meetings • Official liaisons between SAC and FAC

Hana Seita Finance Chair • Monitor adherence to the grant guidelines • Applies caps and approve grants with the board • Manages the distribution of over $50,000

Layla Siddig Communications Chair • Takes meeting minutes • Supervises email account • Oversees distribution of SAC weekly newsletter

5

The Harvard Foundation for Intercultural and Race Relations

Student Advisory Committee (SAC) Co-Chairs Welcome Letter Dear Student Advisory Committee (SAC) Representatives, Welcome to a new year with the Harvard Foundation SAC! We look forward to supporting you in your endeavors to explore and support intercultural and race relations on campus and beyond. We aim to promote understanding and collaboration between organizations, discuss and address the issues impacting our communities on campus, and connect organizations with the financial and logistical resources they need. Each SAC representative plays a critical role in achieving these goals and making our campus a more inclusive space.

As a SAC representative, you are not only connected with the Harvard Foundation, but with other SAC organizations. Each SAC representative has the opportunity to develop relationships with other representatives from over 92 cultural organizations and faculty advisers, and we hope to help foster these relationships in each of our meetings. Each SAC meeting is an open space to learn and be inspired by the diversity of perspectives present, broach issues affecting our community, and hear about opportunities to receive financial, personal, and infrastructural support for your events.

We are excited for this next term, and please do not hesitate to contact us with any questions or concerns that you have! Don't forget to get to know the person sitting next to you in a SAC/Faculty Advisory Committee (FAC) meeting or event.

The SAC is your place to develop impactful and rewarding partnerships, and we look forward to facilitating them!

Best regards, Yousra Neberai ’18 & Dylan de Waart ’19 SAC Co-Chairs 2016-2017

6

Background The Harvard Foundation Student Advisory Committee (SAC) consists of representatives from 92 student organizations that represent the diversity of the College. Any undergraduate organizations recognized by Harvard College with a mission of improving race relations, promoting intercultural awareness, and understanding are encouraged to apply and join the SAC. Once the organization has been voted in as a member of the Harvard Foundation SAC by a collective of peer representatives and Faculty Advisory Committee (FAC) 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.

The Harvard Foundation SAC board and student organizations has pioneered several programs to increase dialogue, foster collaboration between other student organizations to address the needs of members, and provide a transparent and dynamic community for student organizations to contribute. A new initiative will be an annual electronic survey for submission to the Danoff Dean of Harvard College.

The SAC representatives have a chance to voice their thoughts, ideas, and concerns to the Harvard Foundation

staff and interns, SAC Board, members of the FAC, peers, and other distinguished individuals of the Harvard community.

Student Advisory Committee (SAC) and Faculty Advisory Committee (FAC) Meetings As a Student Advisory Committee (SAC) representative, you are required to attend monthly SAC meetings throughout the academic year. Your attendance will maintain a sense of continuity with continuing discussions and potential activities for Harvard College. SAC meetings are held the first Wednesday of each month in the Phillip Brooks House Association (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 organization. You can only miss one meeting as a representative. If a SAC organization fails to attend a monthly meeting, the organization will experience a 5% deduction on their next grant application during the next cycle.

Monthly meetings provide an important forum for addressing issues that often have profound implications for student organizations. Guest speakers are invited to speak and share Harvard College resources on campus.

There will be a catered breakfast at all meetings.

7

Calendar of 2016-2017 The Harvard Foundation SAC & FAC Meetings: Fall 2016 • Wednesday, October 5th from 8:00 to 9:00 am at PBHA Parlor Room • Wednesday, November 2nd from 8:00 to 9:00 am at Office of Career Services • Wednesday, December 7th from 8:00 to 9:00 am at PBHA Parlor Room Spring 2017 • Wednesday, February 1st from 8:00 am to 9:00 am at PBHA Parlor Room • Wednesday, March 1st from 8:00 am to 9:00 am at PBHA Parlor Room • Wednesday, April 5th from 8:00 am to 9:00 am at PBHA Parlor Room

Procedures for New Organizations For your organization to receive grant money efficiently, 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 a W-9 form to the financial office. It takes about two weeks to be approved, without any complications, so it is best to provide your organization’s TIN as soon as you are accepted into the Harvard Foundation SAC. The Harvard Foundation SAC board will also need to add your group’s name to the Jot Form for the required end of year grant summaries. These summaries will be featured in the bi-annual Harvard Foundation journals.

For any questions, or concerns please e-mail the Harvard Foundation SAC board at hfsacboard@gmail.com.

8

Grant Introduction, Dates, Guidelines, Instructions, and Process Grant Introduction The Harvard Foundation Student Advisory Committee (SAC) distributes approximately $50,000 to registered student organizations. The Harvard Foundation SAC sponsors events and activities to promote racial awareness and understanding in the Harvard College community and to highlight cultural contributions of students from all backgrounds.

During the academic year, there will be four grant cycles (two in the Fall and two in the Spring). Each organization has the opportunity to submit a maximum of three grant applications each cycle (twelve applications each academic year).

We encourage all organizations to visit the Harvard College Common Grant Application (asperin.fas.harvard.edu/cga/login.jsp) to submit their applications. Late applications will not be accepted. It is recommended for organizations to coordinate ahead of time and plan in an efficient manner. This academic year grant cycle dates and timeline are listed below for your reference: Fall 2016 Cycle 1 Grant Applications Due: Monday, September 19th Interviews: Monday, September 26th Deposit Grants: Monday, October 3rd Cycle 2 Grant Applications Due: Momday October 17th Interviews: Monday, October 24th Deposit Grants: Monday, October 31st

*Note: For Cycle I, the Harvard Foundation SAC Board will only accept grant applications for events occurring before October 31st. For Cycle II, the Harvard Foundation SAC Board will only accept grant applications for events occurring after October 31st.

Spring 2017 Cycle 1 Grant Applications Due: Monday, February 6th Interviews: Monday, February 13th Deposit Grants: Monday, February 21st Cycle 2 Grant Applications Due: Monday, March 6th Interviews: Monday, March 13th Deposit Grants: Momday, March 20th

*Note: For Cycle I, the Harvard Foundation SAC Board will only accept grant applications for events occurring before March 20th. For Cycle II, the Harvard Foundation SAC Board will only accept grant applications for events occurring after March 20th.

9

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

Please remember, all events must directly serve and be open to the entire Harvard College undergraduate 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 organizations that are affiliated with the Harvard Foundation SAC. If you have a question, or concern please e-mail the Harvard Foundation Student Advisory Committee (SAC) board at hfsacboard@gmail.com.

Accountability The Harvard Foundation expects each organization to use allocated funds for the specified objective in the original grant application. It is also expected that an organization submit an event summary, including all information requested on the Grant 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 grant summary, funding for that organization will be reduced by 50%. Funds 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.

Alternative Funding It is not the responsibility of the Harvard 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 (Appendix B).

We advise multiple funding sources to acquire all the necessary funding for your events. Our office recommends that applicants seek alternative sources of funding such as the Harvard Undergraduate Council (UC), Ann Radcliffe Trust/Women Center Community Fund (WCCF), Institute of Politics (IOP), Office of the Arts (OFA) among others.

Costumes, Instruments, and Decorations Funding Costumes, instruments, and decorations are left to the discretion of the Harvard Foundation SAC board. If funded, however, these items must remain property of the undergraduate group that received the grant. We encourage these items to be reused for their cultural purposes. If an organization is submitting a grant application for Cultural Rhythms, please see “Other Harvard Foundation Events.”

10

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 only. If an organization is submitting a grant application for Cultural Rhythms food festival, please see “Other Harvard Foundation Events.”

Funding Restrictions Film Screenings SAC organizations are strongly encouraged to partner with the Harvard Foundation in our continuing film series, Reel Culture 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. Organizations that wish to hold their own screenings separately from Reel Culture must include an educational component (i.e. speaker, discussion, food workshop, etc.) in order to qualify for funding.

“Study Breaks” All study breaks must take place in an undergraduate dining hall during reading period to receive funding. Organizations may not submit more than 2 study breaks for each semester. The Harvard Foundation SAC board reserves the right to withhold funding from study break events that do not demonstrate a significant effort to incorporate students outside the applicant SAC organization.

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 (Appendix B).

Political Nature of Projects If a project should venture into the political realm, the Harvard Foundation sponsors only 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.

Profit and Revenue The Harvard 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.

Publicity It is expected that organization make use of the Harvard Foundation copy machine for posters. Each organization can print a maximum of 100 copies in black and white.

11

Other Harvard Foundation Events The Harvard Foundation puts on numerous events independent of the grant application process. Do not submit grants for participation in the listed below because our office will provide separate funding: i ) Cultural Rhythms Performance The Harvard Foundation will fund costumes for performances in its annual Cultural Rhythms Show up to $100 and on a case by case basis. ii) Cultural Rhythms Food Festival The Harvard Foundation will provide a stipend of $150 for groups participating in the Cultural Rhythms Food Festival.

Speakers 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. We do not provide funding for honorarium. Accommodations for guests should be sought within the Harvard College houses.

We provide funding for a fraction of travel expenses to be determined based on: i) Number of speakers invited ii) Travel distance iii) Size of event and diversity of the intended audience iv) Size of the Harvard Foundation grant budget

Grant Submission Instructions Please submit all grant applications to the Harvard College Common Grant Application at asperin.fas.harvard.edu/cga/login.jsp i) Enter the full and OFFICIAL name of your organization without acronyms or prefixes Eg.: Islamic Society should enter its name as “Harvard Islamic Society.” A list of official Harvard Foundation SAC organizations can be found on page 22. ii) 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. Clearly indicate the designated group on your Common Grant Application. Collaborative events co-sponsored by SAC organizations will receive a 20% bonus in capped grant amounts. iii) All events must be held on campus. Events held off campus will not be eligible. iv) Organizations can apply for up to 3 grants per cycle.

12

Grant Application Timeline

1. Submit Common Application grant proposal according to SAC guidelines. Be sure to follow funding caps.

2. Some organizations may be called in for a 5 minute interview to evaluate the feasibility of the request.

3. Grants evaluated by the Harvard Foundation SAC board committee (voted in via email).

4. Adjustments applied to grants according to stipulations in guidelines.

5. Grants directly deposited into organization's bank account.

6. Submit grant summaries using the JotForm. A diverse selection of these summaries is featured in the biannual Harvard Foundation Journal.

13

Grant Summary Guidelines In the past, grant summaries were submitted at the end of each academic semester. Our office encourages for

Harvard Foundation SAC organizations to submit their summaries a week after an event. If an organization submits their grant summaries before the semester is over, it will be more efficient and do not have to worry about it!

Before submitting the summary to the JotForm website, please the required instructions below: i) Detailed event information -Date and Location -What happened? How many participants? ii) Pictures -Our office suggests photographs of the event such as members participating in discussion, or interacting with other members or guests.

-Do not send pictures of food. iii) Submit summary ASAP on JotForm -Fall 2016: https://form.jotform.com/62434489832161 -Spring 2017: https://form.jotform.com/62434128906153

Uncommon Connections Grant In partnership with the Harvard and Massachusetts Institute of Technology (MIT) Cooperation (COOP), the Harvard Foundation initiated the Uncommon Connections grant. The main objective is to promote collaboration between two or more Harvard Foundation Student Advisory Committee (SAC) organizations to host an event serving the College. All Uncommon Connections events must occur on campus.

The Harvard Foundation SAC board will announce when organizations can submit their proposals. If several organizations are collaborating for an Uncommon Connections event, then only one of the collaborating organizations should submit one application for the whole group.

All submissions should be typed in Times New Roman font size 12 and contain the following information: i) Official Name of Participating Organizations* ii) A minimum of a paragraph explaining: a. What is the title of the event? Main goal? b. How is this event improving race relations and promoting cultural awareness to the College? c. Will there be a speaker(s)? Film? Active Participation? d. Tentative date and location of the proposed event *Note: On a separate page, please list each collaborating organization and provide the first/last name of the President, Vice President, and SAC representative with their corresponding Harvard College e-mail address.

14

All proposals should be sent electronically to hfsacboard@gmail.com and have the subject line “Harvard Foundation Uncommon Connections Grant Application YEAR.” If there is more information needed for a particular event, then the Harvard Foundation SAC board will send an e-mail. When an Uncommon Connections event is approved, please read carefully the event planning guidelines.

Once the Uncommon Connections event is completed, it is required for the organization to submit their summaries on JotForm. Please follow the instructions below for the summary: i) A minimum of a 75 word summary of the event -Date and Location -What happened? How many participants? ii) Photographs -No pictures of food! iii) Receipts -Please deliver the receipts during our office hours Monday through Friday from 9:30 a.m. until 5:30 p.m. We will make a copy and return the originals to your organization.

Event Planning Guidelines Please read carefully the information below regarding event planning guidelines.

If you have any questions, or concerns please contact the Harvard Foundation Student Advisory Committee (SAC) board at hfsacboard@gmail.com.

For any publicity for your sponsored event, please see the guidelines for Harvard College advertising and tabling (Page 16).

Our office would kindly ask for any affiliated Harvard Foundation SAC organization to refrain from placing the Harvard Foundation logo on any advertising platform. In replacement of the logo, we would suggest inserting the text “This event was sponsored by The Harvard Foundation for Intercultural and Race Relations.”

All Harvard Foundation SAC organization are welcome to the Harvard Foundation office. The staff is available Monday through Friday from 9:30 a.m. until 5:30 p.m. Our office is located in Basement Room 2 at Thayer Hall, Harvard Yard. Each organization can print out a maximum of 100 copies in black and white.

All students have access to reserve rooms on campus. A familiar website to Harvard College administrators and students is RoomBook. Please visit Appendix C. You can reserve rooms with the Harvard College Women’s Center (HCWC), and Phillips Brooks House Association as well.

A majority of restaurants in Harvard Square do deliver to campus (e.g. Boloco, Insomnia Cookies, and Otto’s Pizza, etc). When calling the restaurant, please confirm delivery to campus before placing an order with the restaurant.

15

Harvard College Rules and Procedures for Advertising Do not place posters on doors, fences, entry posts, gates, poles, or sidewalks. Do not use glue.

Do not poster over other posters.

Place only one poster on each side of the kiosk. All kiosks are cleared on Monday and Thursday mornings.

You may post on any of the bulletin boards in the Freshmen dormitories or Houses, except those of any Proctor or Tutor-only boards.

A poster larger than 11”x17” must be approved by the Harvard College Dean’s Office.

The bottom right-hand corner of all posters must clearly denote the official student organization’s name and include details on accessibility (e.g. If someone has accessibility needs, please page 17) “Restricted” bulletin boards (buildings or classrooms) are limited to the use of designated departments or organizations. Use of these bulletin boards must be approved by the official representative of the respective department or organization.

Harvard College Rules and Procedures for Tabling an Event As a reminder, student organizations are required to register in advance for any publicity for an event (e.g. tabling, flyering, or postering) that occurs at the Science Center Plaza. For safe egress and noise control, the Student Activities Office allows five organizations to flyer outside of the Science Center at any time. Only organizations with a printed copy of their event registration approval may be allowed to flyer in this area, or anywhere on Harvard’s campus.

Only registered student organizations may solicit on campus. Please have your printed event registration approval with you at the time of your activity. Student organizations are not permitted to block the entry and exit into the Science Center. Do not place tables near or inside the revolving doors.

Due to noise issues in offices above the entrance to the Science Center, music is not permitted any closer than the cement benches on the Science Center overpass. Extension cords should not be in the egress path of the Science Center entrance. Voice amplification systems may only be used with advance permission from the Student Activities Office.

For additional questions about postering and tabling at the Science Center, contact the Student Activity Office, call (617) 495-1558, or e-mail sao@fas.harvard.edu.

For additional questions about tabling in Annenberg Dining Hall, contact the Freshman Dean’s Office, call (617) 495-1574, or e-mail fdo@fas.harvard.edu

16

Wheel Chair Accessible Locations This list indicates prominent cultural, academic, and social venues for House programs and activities that are wheelchair accessible. The venues listed below do not necessarily meet all aspects of current accessibility guidelines, however, these venues have been accessible to and usable by individuals in wheelchairs.

Adams: Cabot: Currier: Dunster: Leverett: Lowell: Mather: Quincy: Pforzheimer:

Faculty Dean’s Residence, Dining Hall, Main Level (Bow Street entrance-with assistance) Dining Hall, Junior Common Room Faculty Dean’s Residence, Dining Hall, Tree House (Junior Common Room), Fish Bowl Dining Hall, Junior Common Room Dining Hall Faculty Dean’s Residence Dining Hall, Junior Common Room Faculty Dean’s Residence, Dining Hall Faculty Dean’s Residence, Dining Hall via Moors elevator (cab is 60” wide by 40” deep [from back wall to door] or 35.5” deep [from back wall to control panel]; Holmes Junior Common Room

Note: The Adams House Faculty Dean’s Residence and Quincy House Faculty Dean’s Residence (Dining Hall) will need an advance notice. If you have accessibility concerns because you are interested in attending an event or activity in a venue that is not listed here, please contact the following numbers: Harvard University Disability Coordinator Main Office T: 617-495-1859 E: disabilityservices@harvard.edu Harvard College Disability Coordinator: Accessible Education Office T: 617-496-8707 | Information about accessibility is available at aeo.fas.harvard.edu

17

Appendix A: Grant Cycle Graph

18

Appendix B: Established Funding Caps Speaker/Travel Items

Caps

Accommodations

$100

Travel

$200 per speaker

*maximum of $600 (3 speakers) Instructors (per semester)

$200

Food Items

Caps

0-50 Attendees

$125

50-100 Attendees

$300

Production

A/V, not including Karaoke

$80

Venue Fee

$200

All other Production Costs (i.e. costumes and instruments, lighting, etc.)

$200

Security

$100

Publications Established Magazine

$300

Start-up Magazine

$500

Disclaimer: All decisions made by the Harvard Foundation SAC Board will be final.

19

Appendix C: Reserving Rooms with RoomBook To request a room, all users must log into RoomBook and select from the room reservation request forms which appearing in the “Reservations” drop-down menu. Most users will choose a seasonal request form (Fall, January, Spring or Summer) depending on the time of year or the Academic Request form for course related events.

1. Go to RoomBook http://roombook.harvard.edu/home.

2. Login with your HUID & PIN. 3. Click Reservations.

4. Click the form appropriate to your request then read the Info section.

5. Enter the date (Month/Day/Year) in the Date field or click the Calendar icon and click the date in the calendar. Note: for ongoing meetings with multiple dates, click the Recurrence icon. Request room steps 5 through 11.

6. Enter the Start and End Times (including AM or PM) or click their clock icons to choose a time.

7. (Optional) Use the Areas list to narrow your search to a group of buildings or the Facilities list to search for rooms in a particular building.

8. Enter attendance number (when estimating, assume more people, not fewer, to avoid reserving a room that’s too small).

9. (Optional) Select a Room Type.

10. (Optional) Check the box next to each Feature you require (Feature list varies based on optional Areas and Facilities selections, omitting features not found in any of the rooms within the area or building).

11. Click the Find Space button. The Main section of the page will change from the Info tab to the location tab and list rooms that match your criteria.

12. Select a room by clicking its plus sign icon. Note: white space indicates the room is available, blue indicates it is already booked. Also, if there are many rooms, the list can be scrolled up and down. Your room selection will appear at the top of the Location section of the page. You can click the “X” icon to remove the selection.

20

13. Click the Continue button at the bottom of the page which will move you to the Details tab Continue button.

14. Enter an Event Name Request room steps 14 through 18.

15. Select an Event Type.

16. Select the Group applicable to the event, if it is not already selected.

17. Select 1st Contact.

Note: The e-mail address may automatically be filled in. (Optional) Enter a phone number (x9-9999 format is sufficient for campus numbers, o -campus numbers should include the area code).

18. Other Information, both required and optional will be listed after the Group Details section. Fill in those fields then click the Submit button at the bottom of the page to complete your request. After your request is submitted, a Reservation Summary is displayed. You can re-visit reservations later by clicking Reservations then View My Requests. You can make changes to your booking after submission, including canceling it, but be aware that changes made close to the event date may not be seen or approved.

.

21

Student Advisory Committee Member Organizations Harvard Africa Business and Investment Club Asian American Dance Troupe Asian American Women's Association Association of Black Harvard Women Ballet Folklorico de Aztlan Harvard Black Men's Forum Harvard Black Students' Association Black Community and Student Theatre Harvard Canadian Club

Harvard Radcliffe Japan Society Harvard Korean Association Harvard Organization for Latin America Harvard RAZA Harvard Society of Arab Students Harvard Society of Black Scientists & Engineers South Asian Dance Company Harvard Taekwondo Club Harvard Taiwanese Cultural Society Harvard Thai Society Harvard Undergraduate Brazilian Association Harvard Vietnamese Association Asian American Association Harvard Radcliffe Chinese Students Association Holoimua O Hawaii Harvard Hong Kong Society La Organizacion De Puertorriquenos En Harvard Latinas Unidas de Harvard Harvard College Latino Mens Collective Harvard College Lebanese Club Mariachi Veritas de Harvard Native Americans at Harvard College Harvard College Nigerian Students Association Pan African Dance and Music Ensemble Palestine Solidarity Committee Harvard Philippine Forum Singapore Indonesian and Malaysian Association South Asian Mens Collective Harvard South Asian Association Kuumba Singers of Harvard &Radcliffe Colleges Harvard College Turkish Student Association Under Construction United World Club at Harvard Woodbridge Society of International Students

Cuban American Undergraduate Student Association

Harvard Chinese Music Ensemble Concilio Latino de Harvard Harvard Hindu Students Association Fuerza Latina Harvard College Global China Connection Harvard African Students Association Harvard Bhangra Harvard Bulgarian Club Harvard Radcliffe Catholic Student Association Act on a Dream Harvard College Bolivian Association Harvard Dominican Students Association Harvard College First Generation Student Union Harvard Hellenic Society Harvard College Iranian Association Corcairdhearg Harvard College Irish Dancers Harvard College Latinos in Health Careers Harvard College Queer Students and Allies Harvard Sangeet Harvard College Students for Bangladesh Harvard College Francophone Society Gay Lesbian or Whatever Harvard Haitian Alliance Half Asian Person’s Association Harvard Hillel Harvard Islamic Society Harvard College Japan Initiative

22

The Harvard Foundation Faculty Advisory Committee (FAC) 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, McLean Hospital Dr. Cassandra Extavour, Associate Professor of Organismic and Evolutionary Biology Mr. David L. Evans, Senior Harvard College Admissions Officer Dr. Fernando Reimers, Ford Foundation Professor of Practice in International Education Dr. Harry Richard Lewis, Gordon McKay Professor of Computer Science Dr. Jay M. Harris, Dean of Undergraduate Education,The Harry Austryn Wolfson, Professor of Jewish Studies Dr. John E. Dowling ’57, Ph.D. ’61, Gordon and Llura Gund Professor of Neurosciences 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. Peter Burgard, Faculty Associate of the Minda de Gunzberg Center for European Studies Dr. Rakesh Khurana, Danoff Dean of Harvard College Dr. Robert Lue, Professor of the Practice of Molecular and Cellular Biology, 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, Dean, Harvard Summer School, Senior Lecturer on Literature and Comparative Literature Dr. Scott Edwards, Alexander Agassiz Professor of Zoology in the Museum of Comparative Zoology, Dr. Tom Conley, Abbott Lawrence Lowell Professor of Visual and Environmental Studies and of Romance Languages and Literatures Dr. William A. Graham, Murray A. Albertson Professor of Middle Eastern Studies Dr. William Granara, Professor of the Practice of Arabic on the Gordon Gray Endowment 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

23

Harvard College Resources Accessible Education Office The Accessible Education Office (AEO) serves as a valuable source of information and guidance for students who have disabilities. The AEO supports the particular needs and rights of these individuals and advises faculty, staff, and affiliates on process and policies to ensure access.

Please visit our website at aeo.fas.harvard.edu, or e-mail our office at disabilityservices@harvard.edu.

Bureau of Study Counsel The Bureau of Study Counsel (BSC) supports students in their learning and development. Individual conversations, workshops, and discussion groups provide opportunities for students to develop their academic skills (time management, exam-taking, reading, problem-solving, etc.) and to explore fundamental issues of motivation, engagement, diversity, values, and identity. If you would like to be part of a continued conversation, you can schedule an individual consultation or request a customized Real Talk or Identity Diversity workshop for your study group. Please visit our website at bsc.harvard.edu, or e-mail our office at bsc@harvard.edu.

The Admissions Office estimates 15% of Harvard students are the first person in their family to attend a fouryear college or university. If you are first-gen, there are a number of offices and groups ready to support you in your transition to Harvard, including the Harvard First Generation Program (HFGP), Harvard College First Gen Student Union (hcs.harvard.edu/firstgen), the Bureau of Study Counsel, and the Freshmen Dean’s Office.

Financial Aid Office 70% of Harvard students receive some kind of financial aid. The Financial Aid Office, which is part of the Office of Admissions, can provide you with advice and support to help manage the cos of college. If you are receiving financial aid, you have a dedicated financial aid officer. Your officer can help you with a variety of issues, including reassessing your aid package or applying for additional forms of aid.

Please visit our website at college.harvard.edu/financial-aid.

Harvard Chaplains The Harvard Chaplains, representing over 20 of the world’s traditions, serve the Harvard community. Many opportunities exist for worship, prayer, study, private talks, and in some cases, counseling. The Harvard Chaplains nurture the spiritual and ethical lives of students and help everyone to learn, listen, and those who believe differently.

Please visit our website at chaplains.harvard.edu, or e-mail us at chaplains@harvard.edu.

Harvard International Office The Harvard International Office (HIO) is your liaison to any issues related to immigration, visa status, or other advice pertinent for international students. The HIO also collaborates with the Woodbridge International Society, a student organization that has the aim of creating an environment of support and shared understanding amongst the international community at Harvard College.

Please visit our website at hio.harvard.edu.

Memorial Church The Memorial Church, part of a vibrant interfaith network of Harvard University, is an interdenominational Protestant church in the midst of Harvard Yard that serves as a place of spiritual refuge and welcome to the entire community.

24

Office of the Arts The Office of the Arts at Harvard (OFA) supports student organizations in the arts and integrates the arts into University life. Through its programs and services, the OFA teaches and mentors, fosters student art making, connects students to accomplished artists, commissions new work, and partners with local, national, and international constituencies. By supporting the development of students as artists and cultural stewards, the OFA works to enrich society and shape communities in which the arts are a vital part of life.

Please visit our website at ofa.fas.harvard.edu/home, or e-mail our office at ofa@fas.harvard.edu.

Office of Career Services The Office of Career Services is dedicated to educating, advising, and connecting students to opportunities for summer and post-graduation. OCS serves students of Harvard College, Graduate School of Arts & Sciences, and Harvard Extension School degree programs.

Please visit our website at ocs.fas.harvard.edu, or e-mail our office at ocsrecep@fas.harvard.edu

Student Employment Office The Student Employment Office (SEO) works to create term-time and summer job opportunities for students.

As part of the Financial Aid office, the SEO runs the Federal Work Study Program. Take advantage of the extensive jobs database accessible from the SEO website, which connects employers with Harvard students.

Please visit our website at seo.harvard.edu, or e-mail our office at seoweb@fas.harvard.edu or the federal work study program at seofwsp@fas.harvard.edu.

Sustainability Office The complex and interconnected nature of the climate, energy, and health challenges facing the planet demand an ever evolving approach to sustainable development. The Harvard Office for Sustainability (OFS) leads an University-wide organizational change initiative across Harvard's 13 Schools and departments to set and achieve goals for a healthier, more sustainable future.

Please visit our website at green.harvard.edu, or e-mail our office at sustainability@harvard.edu.

25

Harvard College Student Life Resources Contact: Confidential Peer Counseling We provide non-judgmental, non-directive, confidential peer counseling for Harvard undergraduates. We retrained to handle a wide variety of issues and specialize in issues of sex, sexuality, sexual orientation, gender, and relationships. You can check out our resource library or pick up safer sex supplies.

Please visit our website at hcs.harvard.edu/~harvardcontact, or e-mail our office at harvardcontact@gmail.com.

Freshmen Dean’s Office (FDO) The Freshmen Dean’s Office (FDO) is responsible for all aspects of the first year at Harvard College as students make the transition from home and high school into a new and diverse community. Harvard is proud of its unique residential system, one which places freshmen in and around the Yard-the historic and geographic center of the College-and which provides them a close network of peers and advisors. Please visit our website at fdo.fas.harvard.edu, or e-mail our office at fdo@fas.harvard.edu.

Harvard College Women’s Center The mission of the Harvard College Women’s Center is to promote gender equity by raising awareness of women’s and gender issues, developing women’s leadership, and celebrating women who challenge, motivate, and inspire. The Women’s Center is committed to creating a welcoming and inclusive environment for all genders that encourages dialogue and diversity. If you are interested in learning how to better recognize and respect all genders, please consider bringing our workshop-Gender 101: Moving Beyond the Binary-to your entryway or student organization. Please visit our website at hcwc.fas.harvard.edu, or e-mail our office at hcwc@fas.harvard.edu.

Harvard Undergraduate Council The Harvard Undergraduate Council (UC) is the representative student government of Harvard College. We bring all of our varied interests to the UC to create a council representative of Harvard’s diverse student body.

Our membership is comprised of three representatives from each of Harvard’s 13 upperclassman houses and four freshmen yards. The UC aims to effectively advocate for student interests and Harvard’s impact on the world. Please visit our website at uc.fas.harvard.edu, or e-mail your House representative.

Indigo Peer Counseling Indigo Peer Counseling strives to foster a supportive and compassionate campus for undergraduate students grappling with and addressing issues of race, socioeconomic status, first generation, undocumented, and foster care status at Harvard College. Indigo provides confidential non-directive, non-judgmental peer counseling as well as informational resources and safer sex supplies for students. We seek to support students of all racial and socioeconomic backgrounds and help create an open and welcoming campus climate based on respect of all students. Please e-mail our office at harvardindigo@gmail.com.

Office of BGLTQ Student Life The Office of BGLTQ Student Life provides support, resources, and leadership development for bisexual, gay, lesbian, transgender, queer, and questioning students. We seek to foster a safer, more diverse, and inclusive campus you would like to be a part of continued conversation, you are invited to participate in an Allyship workshop that seeks to raise awareness of issues that gender and sexual minorities may face.

Please visit our website at bgltq.fas.harvard.edu, or e-mail our office at bgltq@fas.harvard.edu.

26

Office for Equity, Diversity, and Inclusion The Office for Equity, Diversity, and Inclusion seeks to foster understanding, community and belonging, but more importantly, commits to living out our values as an inclusive community through a broad array of programs and initiatives that permanently embed diversity and inclusion in the fabric of Harvard College’s academic, residential, and work environments. Join our Diversity Peer Educator Program (DPE) to take a provocative approach in building relationships between and among communities and promote dialogue as an ongoing exercise. Please visit our website at diversity.college.harvard.edu, or e-mail our office at diversity@fas.harvard.edu.

Office of Undergraduate Research and Fellowships The Office of Undergraduate Research and Fellowships (URAF) serves Harvard College students as well as faculty and administrators across the university as the primary sources of information about undergraduate research and prestigious scholarships at Harvard and beyond. Please visit our website at uraf.harvard.edu, or e-mail our office at undergraduateresearch@fas.harvard.edu or fellowships@fas.harvard.edu.

Phillips Brooks House Association Phillips Brooks House Association (PBHA) strives for social justice on campus. As a student-run organization, we draw upon the create initiative of students and community members to foster collaboration that empowers individuals and communities. Through social service and social action, PBHA endeavors to meet community needs while advocating structural change. PBHA seeks to promote social awareness and community involvement at Harvard and beyond. Please visit our website at pbha.org, or e-mail our office at pbha@pbha.org.

Room 13 Peer Counseling From 7:00 p.m. to 7:00 a.m., Room 13 is staffed by two students every night during the school year. We take people and their concerns seriously; we will listen and respond non-judgmentally. When you call or drop by, no one will pressure you to talk about anything you do not want to. You can feel free to ask, or talk with just another female or male counselor or both. You do not need an appointment and we do not record your name.

Room 13 will maintain a strict confidentiality, meaning we do not tell friends, senior tutors, proctors, or administrators about we discussed. Please visit our website at hcs.harvard.edu/room13, or e-mail our office at harvardroom13@gmail.com.

Student Organization at Hilles (SOCH) The Student Organization Center at Hilles offers over 50,000 square feet of space dedicated to student life at Harvard College. Through a combination of dedicated office and storage space, meeting rooms, conference facilities, common spaces, and staff support, the SOCH works to provide student organizations at Harvard College with offices in which to create sustainable organizations, help integrate students’ curricular and co-curricular lives, strengthen relationships among student organizations and facilitate collaboration and the sharing of ideas and resources, and create a social space for students to build community.

Please visit our website at soch.fas.harvard.edu, or e-mail our office at soch@fas.harvard.edu.

27

For additional information please contact: The Harvard Foundation for Intercultural and Race Relations B02 Thayer Hall Harvard University Cambridge, MA 02138 TEL: 617-195-1527 FAX: 617-496-1443 Email: hfsacboard@gmail.comOr visit our website: http://www.harvardfoundation.fas.harvard.edu