Student Engagement Resources & Guides

Clubs and organizations play a crucial role in shaping the campus community, fostering connection, and empowering students to pursue their passions.

Whether you're interested in social justice, sports, arts, academics, or any other area of interest, our diverse range of student organizations offers something for everyone. Explore, engage, and thrive within our dynamic club ecosystem. Discover opportunities to connect with like-minded individuals, access valuable resources, and make a lasting impact on campus. Join us as we celebrate the power of student-led initiatives and embark on an unforgettable journey of personal growth and community building.

Haverford Engage

The following resources provide an overview of Haverford Engage, including tutorials on essential club management functions.

Getting Started:

Managing Funds:

Managing Events:

Clubs

The process of re-registering clubs, both new and returning, is vital to ensure a vibrant and inclusive campus community. Whether you're establishing a fresh club or reactivating a returning one, this section guides you through the necessary steps for a successful re-registration process.

To register a club, you must have a Haverford co-head, treasurer, and 3 additional Haverford student members and be successfully registered as a Haverford Club in Engage (this includes Bi-Co clubs!)

Club Tutorials

Bi-Co Clubs Policy

All Bi-Co Clubs must have 2 Haverford Co-heads and a Haverford Treasurer.
Clubs must be registered with Haverford and follow the Haverford co-treasurer's budget timeline in order to receive funding

Roster Management

Maintaining current and accurate rosters is crucial for a seamless semester. Explore the following tutorials to effectively manage your roster:

Budgeting & Purchasing

To qualify for funding you must have a Haverford co-head, treasurer, and 3 additional Haverford student members and be successfully registered as a Haverford Club in Engage (this includes Bi-Co clubs!). Be realistic with your budget—request the exact amount that you need and provide clear justification for each listed expense.

Important Dates: Spring 2025

- January 1:
- Early semester budgeting opens
- January 21:
- New organization registration opens
- January 23:
- Early semester budgeting ends
- Meeting of the Clubs (zoom)
- January 26:
- Early Budget Announcements
- January 27:
- Meeting of the Clubs (Stokes Auditorium)
- New organization registration closes
- February 3:
- Budget requests open
- February 3-4:
- New organization interviews
- February 7:
- New organization acceptances
- February 9:
- Budget requests close
- February 16:
- Budget decisions
- February 21:
- Appeals due
- February 24:
- Rolling budgets open
- April 28:
- Rolling budgets close

Submitting Requests:

Submitting a Budget Request
Submitting a Purchase Request

Purchase requests must be submitted for items approved by Students’ Council via Engage, and will be received by Student Engagement staff.
All requests must be submitted 2 weeks in advance of event date (or 4 weeks in advance for events with 30-99 attendees, 2 months in advance for events with 100+ attendees).
Orders will only be placed on Tuesdays and Thursdays. Orders submitted by 10am on that day will be placed; others will wait for the next ordering day.

Submitting a Funding Request (Reimbursement)

Please reach out to Student Engagement (hc-engage [at] haverford.edu) if your approved budget requires a reimbursement option.
Reimbursements must be PRE-APPROVED by Student Engagement to be processed and are based on specific scenarios (don’t assume!)

Contracts

Contracting takes a significant amount of time, so please allow at least 4 weeks, ideally more.
You are welcome to communicate with potential contractors/vendors/performers to inquire about availability, fee, and interest.
HOWEVER, you are not authorized to sign contracts or make formal agreements on behalf of the college—that’s where Student Engagement comes in!
Student Engagement will look over contracts, make edits, sign them, set up payments, negotiate rates (if needed), confirm other details, communicate with risk management, etc.
Student Engagement will keep you informed throughout that process and then club leaders are responsible for meeting any guests on campus, serving as point people, etc.
Current students cannot be hired as paid or volunteer coaches or contractors.

Students interested in soliciting funds from the campus community for external entities must adhere to the Student Fundraising Policy. This policy is under review and will be re-shared when the review is complete.
View funding opportunities other than Students' Council funding available to students

Storage & Student’s Council Property

The storage room is located in DC031

To access this room please check out the key from Stokes 022 during the times of 9am-5pm Monday through Friday.
Please keep items neatly stored and avoid leaving items on the ground if possible.
Please contact HC-engage [at] haverford.edu if you need alternative storage locations.

All goods purchased using funds from Student’s Council remain the property of Students’ Council and Student Engagement and must remain on campus during any breaks.

Fleet Management:

View Fleet Policy
Visit Fleet page
Haverford Vans (under 50 miles)

Half day (less than 4 hours): $30
Full day (over 4 hours): $55

Bargain Van Rentals

Less than 100 miles round trip: $149.99
Unlimited miles: $189 per day

Food

Financial and risk management considerations require that all catering requests be directed to Auxiliary Services (via EMS), which maintains the College’s right of first refusal in responding to those requests. As a matter of liability concerns, no food from outside sources may be served or consumed at events or meetings taking place in the Dining Center.

Catering:

Please be advised that catering requires 4 weeks notice for all catering requests. This is different from Student Engagement’s 2 week purchasing policy.
Visit Catering page

Tipping:

The guideline tip for a meal is 15% - 20%. Any amount greater than this cannot be reimbursed.
If food is picked up, then no tip should be left. If a tip is left, this cannot be reimbursed.

Event Planning & Promotion

This section holds the keys to your event's success. From order timelines to booking procedures and event promotion, find everything you need for a seamless and impactful experience.

Timelines:

Purchase requests must be submitted for items approved by Students’ Council via Engage, and will be received by Student Engagement staff.
All requests must be submitted 2 weeks in advance of event date (or 4 weeks in advance for events with 30-99 attendees, 2 months in advance for events with 100+ attendees).
Orders will only be placed on Tuesdays and Thursdays. Orders submitted by 10am on that day will be placed; others will wait for the next ordering day.

Policies and Tutorials:

Theme Games and Event Ideas:

Submit your theme game or event idea for varsity games using the form below. Whether you're part of a student organization or an enthusiastic individual, your ideas can make a difference.

Theme Game or Event Request form

Succession

Ensure a smooth transition of leadership and set your club up for success in the coming years. This section covers strategies for maintaining vital club information between leaders, fostering continuity, and laying the groundwork for a successful future. This includes the following best practices for files and equipment:

Keep all club information on a google drive that can be accessed by future club members.
Keep inventory list and locations.
If you are unsure who future club leaders will be, please contact hc-engage [at] haverford.edu.
Flash drives are available to be picked up from Student Engagement (Stokes 022).

Student Engagement & Leadership