Organization Documents

Student Organization Handbook

Please refer to the Student Organization Handbook 2020-2021 for policies and procedures and detailed information about running Student Organizations at Harvard Chan.

Slides from Student Organization Tips & Tricks Training-Fall-2019

Reimbursement Requests

Students should never spend money without confirming in advance that the expense will be reimbursable and compliant with OSA, Harvard Chan, and Harvard University financial procedures.

If you are part of a student organization and are not sure whether an expense is allowed, refer to the Approved Expenses page of the Student Organization Handbook or email before making a purchase.

Reimbursements should be submitted promptly as the process can take 6 weeks or more.

All reimbursements must be submitted by May 14, 2021 for the 2020-2021 academic year.

For information on how to submit an expense for reimbursement and frequently asked questions, please click HERE.


Event Request Form via Harvard Chan Engage when you create your event
Student Reimbursement Request Form
Missing Receipt Affidavit (if applicable)
Supplemental Funding Form
Plasma Screen Advertising Template

Room Reservations

View available rooms in Kresge and FXB on BookIt.  In the upper right hand corner, choose “filter” to select the desired day.  Once you have found an open room, please request it through the Event Request Form.

Note: students are unable to reserve rooms directly.

Food Orders

Sebastian’s Cafe is the exclusive caterer at Harvard Chan.  All on-campus food must be purchased through Sebastian’s unless they have given permission for you to use an outside vendor for food that Sebastian’s does not prepare (e.g. Halal, Kosher, Nigerian, Thai etc.). The vendor must be Food Safety Certified.

View the Sebastian’s Catering Menu and Budget Catering Menu

Contact Student Affairs to place your food order.

Note: Standard food orders for up to 30 should be placed at least two weeks in advance. Food orders for more than 30 people should be placed three or more weeks in advance.

Web Support


All officially recognized Student Organizations may have a WordPress which is a Student Organization website. Please contact  OSA  with questions about student organization websites.

Web Technologies at Harvard Chan offers instructions, tutorials, design templates and classes.


Student Organizations are also eligible to set-up listserves to aid with communication. To request a listserv account go to:

Supplemental Fund

Active student organizations may apply for Supplemental funding from OSA for specific events, typically with an academic purpose such as a conference.

Only complete applications meeting all criteria are considered. This award is intended to be supplemental funding, other funding sources must be listed including the group’s own funds.

Supplemental Fund Application Guidelines

  • Student organizations may apply to this fund once per semester
  • Proposals should be submitted to OSA and must include:
  • Purpose and intent of the requesting additional funding
  • A description of the proposed events and activities
  • Proposed date(s)
  • Itemized budget for each proposed event or activity
  • Other funding sources and amounts
  • Year-to-date income and expense report for the student organization