Master’s Student Group Administrative Guidelines
AY 2025- 2026
Last updated: January 2026
OGE: Office for Graduate Education
This document is intended to provide information to support the day-to-day activities of Master’s student groups, outline administrative support, and general guidelines.
Communication
External Communication: Develop strategies for communicating with the graduate student body, including adding items to the Office for Graduate Education monthly newsletter, social media, and meetings, that align with the university policy.
o Student groups are expected to send any announcements that they would like shared with students to Gaby Calderón (gaby@hms.harvard.edu) at least 24 hours before the send date/time. Please note, messages will only be approved within business hours (Monday-Friday, 9am-5pm). University policy states that neither students nor student groups can email the listserv directly. Students and student groups also may not establish their own listserv.
Financial Management
Budget: Develop an annual budget that includes funding for events, projects, and administrative costs.
o OGE strongly encourages student groups to split the budget in half for both semesters. Doing so will allow you to allocate the funds appropriately.
o Please refer to the Suggested Budget Sheet provided for the budget tracking template.
o Student groups are expected to maintain an up-to-date budget, with regular updates throughout the academic year - ideally after each event. OGE reserves the right to request a current budget at any time to ensure appropriate financial management.
Expenses: Set procedures for reviewing and approving expenses, ensuring transparency and accountability.
Note that student groups are strongly discouraged from using personal funds for purchases related to the group. Student groups are prohibited from making purchases over $250 using personal funds. If personal funds, up to $250, are used, please notify OGE immediately to initiate the reimbursement process.
Reimbursements MUST be submitted within 30 days of purchase, failure to do so can result in the inability to reimburse the funds.
Events and Activities
Be sure to submit an event request form so that OGE can provide feedback around the event and review.
Planning: Plan and execute events and activities that align with the student group’s mission and goals.
Evaluation: Evaluate the success of events and gather feedback to improve future activities.
Collaboration: Partner with other Harvard University and HMS student organizations, departments, and external entities to enhance event offerings.
o Student groups are welcome to partner with our office. It is recommended that you provide a written proposal for the event, outline the commitment, communication, marketing and budget for the event.
OGE Representation: OGE staff should be informed of on-campus events. As such, OGE welcomes invitations to events to allow OGE representation during the event.
Catering orders: Student groups are welcome to place catering orders through RA catering, OGE will provide the billing code. Should student groups choose an external vendor, they will need to reach out to Gaby Calderón at least a week prior to the event for OGE to provide a form of payment. If not, they should be prepared to cover the cost and submit a reimbursement form.
Room Scheduling
Reservations must be made through Room Scheduling
o Check availability under location, add any additional information to the filter.
If the reservation is for less than 50 guests, you can go ahead and make the reservation if you can.
If the reservation is for 50+ guests, you will have to reach out to Gaby and OGE will make the reservation on MSC’s behalf.
AV Services
Can be purchased, but it is encouraged to use the rooms available for these types of events as they are all equipped with projectors, mics etc. and don’t require an additional fee.
For AV, you can either add services to the reservation online or contact the IT Service Desk at itservicedesk@hms.harvard.edu or 617-432-2000.
Catering
Orders must be made through the Restaurant Associates webpage. Please be sure to submit your order as soon as possible and at least seven business days prior to the event.
OGE will provide the appropriate 33 – digit billing code.
Reimbursements
Student groups will need to register via B2P to receive reimbursements. An invitation will be sent out directly, students must create an account. The attached form must be filled out and sent to Gaby Calderón (gaby@hms.harvard.edu) as well as a copy of the invoices/receipts within 30 days of purchase.
Code of Conduct
Behavior: Approach all matters with professionalism, respect, and maintain ethical behavior from all members within the council when interacting with one another, the student body and other offices within the University.
o Please refer to the Student Conduct and Responsibility section of the Handbook.
o This includes communication towards students, external offices, student organizations, social media and external messaging systems such as WhatsApp. Please refer to section 3.01 Expectations for students in Harvard online communities
Review
Review: OGE will regularly review these guidelines to ensure they remain relevant and effective.
General administrative tips
Student group members should expect to work collaboratively with the rest of the group committee members, to ensure adequate shared responsibilities, there should be an agreed upon time commitment.
OGE would encourage members to share meeting notes and attendance with our office to help manage any potential engagement concerns.