Student Group Event & Program Fund

 

BSPH Student Assembly funds programs and events hosted by officially recognized student groups organized for the benefit of BSPH students, the wider Hopkins community, and beyond.

Student Groups requesting funding for a program or event must submit a Budget Request by 11:59 P.M. ET every other Monday of the month. Apply at least a month in anticipation of the named initiative/program/event date. Follow the directions below to submit this request. If you need clarification on the timeline, please refer to the event Budget Request Schedule.

Student groups are encouraged to plan ahead and submit program budget requests several months before this deadline if possible -- particularly if the group anticipates incurring a large expense and/or vendor invoices need to be paid before the program or event occurs.

Budget requests will be reviewed and awarded according to the schedule below

Budget Request Schedule

Late requests will not be honored

Student program/event planned to occur^ Student group submits budget request no later than* Finance committee meets no later than** Award notice given by**
Nov. 4-Dec. 1, 2024 October 21, 11:59 pm ET October 28 October 31
Dec. 2-20, 2024 November 4, 11:59 pm ET November 11 November 14
Jan. 2-12, 2025 November 18, 11:59 pm ET November 25 November 28
Jan. 13-26, 2025 December 2, 11:59 pm ET December 9 December 12
Jan. 27-Feb. 9, 2025 December 30, 11:59 pm ET January 6 January 9
Feb. 10-23, 2025 January 13, 11:59 pm ET January 20 January 23

* Student groups are encouraged to submit budget requests several months before this deadline if possible -- particularly if the group anticipates incurring a large expense and vendor invoices need to be paid before the program/event occurs.

Questions?

Email the BSPH VP of Finance and Appropriations, Nicolle Carlo at sasph.treasurer@jhu.edu.

Eligibility:

  • Student group must be officially recognized by BSPH Student Assembly
  • The planned program or event must be for the benefit of the wider Hopkins community and/or beyond -- not only for group members.
  • Program or event must be in the future -- no appropriations will be made retroactively for past programs or events
  • Scholarships, donations (both monetary and in-kind), and awards or gifts for student group members are not eligible expenses under the student group program fund.

Funding tips:

  • Funding is disbursed on a monthly, competitive first-come, first serve basis.
  • Funding is not guaranteed.
  • To maintain parity among groups, Student Assembly may not be able to fully fund expensive programs/events.
  • Student groups should apply early, plan accordingly and seek supplementary funding from other sources within Hopkins (departments, centers, etc.)
  • Student groups can also apply for funds (up to $1,500) from the JHU Alumni Association: https://alumni.jhu.edu/studentgrants. This is granted and administered separately from Student Assembly
  • Criteria used to prioritize budget requests include: educational/academic value, cultural value, community engagement, social value, level of estimated interest/need, large expected audience, and collaboration with other student groups / departments / centers.
  • Check out the Funding FAQs for more information

Ready to submit your budget request?

Get your step-by-step budget request submission guide here.

budget request tutorial

Become a student group officially recognized by BHSPH Student Assembly.

Within your student group in Hopkins Groups, submit a budget request with a completed budget template by the appropriate deadline.

The budget request will include:

  • Program/event name, date, time, and location
  • Sponsoring and co-sponsoring student groups
  • Student group contact information
  • Target audience
  • Program/event description
  • Detailed estimated budget (click here for the template)
Finance and Appropriations Committee will review the application, make a funding decision, and notify the student group.

Outcomes are full-funding, partial funding, or no funding. Student Groups will be notified of their request status in their Accounting Book within Hopkins Groups. A funding decision outcome may be accompanied by certain conditions.

The organizers of funded programs and/or events will receive detailed instructions about requesting invoices, contracts, ordering food using the BSPH Student Assembly Foodify account, and ordering supplies through the BSPH Student Affairs' Office Amazon Account.

Student group plans and hosts program or event.

Throughout the planning process, keep all itemized receipts, invoices, and credit/debit card statements. Submit contracts (NOTE: ONLY BSPH FINANCE MANAGERS [staff position] CAN SIGN A CONTRACT on behalf of a student group) and invoices for items that need to be pre-paid via HopkinsGroups.

No later than 2 weeks after the program/event, submit all related payment requests.

BSPH Finance managers will process the paperwork. In the rare instances of personal reimbursements, students can expect reimbursement within 4 weeks after correctly submitting all required documents.

Event over? Need to submit bills for payment or reimbursment?

Get your step-by-step payment request submission guide here.

PAYMENT request tutorial