Frequently Asked Questions

Overview of FAQs listed:

Banners | Bulletin Boards | Cash Boxes | Collegiate Link (aka Hopkins Groups) | Copier | Copying and Printing | Darkroom | Form Depository | Frequently Used Vendors | Going Green | Helpful tips for filling out financial forms | I would like to speak to a Student Activities Staff member about a question | Mail | Meeting Space | Mural Boards | Office Hours | Payments to Outside Vendors | Payments to Outside Vendors using Vendors with Federal ID | Petty Cash | Phone Numbers | Postering | Reimbursement Forms | Scheduling and Room Use | Starting a New Organization | Student Activities Fair |  Student Group Offices | Study/Work Space

Banners

Banners may be hung on approved campus structures through approval by the appropriate office:

Mattin Center - Homewood Arts Programs, Mattin Center 210 — Eric Beatty (ebeatty@jhu.edu)  410-516-0774
Levering Student Life - Levering Student Life Office, Levering Hall 100 — Darryl Brace (dbrace1@jhu.edu) 410-516-8209
Residence Halls - Residential Life - AMR II - Hannah Von Krause (vonkrause@jhu.edu) 410-516-8283
MSE Library - Betty Cook (bettie.cook@jhu.edu) 410-516-7676

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Bulletin Boards

The Office of Student Activities has several bulletin boards for students to post announcements for their student group events. There are three bulletin boards in the Office of Student Activities lobby, and two bulletin boards on the exterior of the building.

Please note that announcements may only be posted for JHU recognized student groups and programs, anything not affiliated with the university will be taken down immediately. Please remember to use thumb tacks when posting, never use staples. For more information about policies regarding postering on campus, please click here.

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Cash Boxes

Need somewhere safe to keep your groups money during a fundraising event? The Office of Student Activities has cash boxes available for groups to check out for short periods of time. If you would like to borrow a cash box have your group's President or Treasurer see the Office of Student Activities staff in Mattin Center 131.

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Collegiate Link (aka Hopkins Groups)

Registration | Page Management | Personal Management | Add Members | View Your Group's Budget | User Guide

How do I register my group on Hopkins Groups?

Only groups registered with the Student Government Association (SGA/SAC), Graduate Representative Organization (GRO) or other Hopkins entity will be allowed to register on Hopkins Groups. Hopkins Groups serves as the official listing for all JHU student groups. Once a group is recognized by one of the formerly mentioned entities, that entity must notify the Office of Student Activities so that we know where your group is housed. Once we have been notified, you are then able to register your group.

If your group is not registered on this site you will not be granted any of the access that groups normally have (for example: room reservations, posting Today's Announcements, various funding opportunities).

To register your organization, click here. You will be prompted to log-in with your JHED ID first.

Read the statement and then click Choose Your Organization on the bottom. If the organization is not listed, it has likely been registered by someone else.

Once you have found your organization, click the Green plus sign to begin the registration process.

The Primary Contact for your organization should be the one completing the online form.

Step 1- read the statements and select "Continue"
Step 2- Complete the contact information and brief description of the group. The address and additional information can be done at a later time.
Step 3- Complete lines 1-3 which is information about the President (or equivalent member) and line 19 which is the acknowledgment statement. The other officer information can be completed at a later time.
Step 4- Build your roster- simply select the position and then add the person's email. You can do this for Primary Contact, President, Vice-President, Treasurer, Secretary, Advisor, etc. At the very least, make sure the Primary Contact is accurate. Once the group is registered, you will have the ability to change and add titles later.
Step 5- Select "Finish."

How to Manage Your Organization on Hopkins Groups

You can access your organization through your Home page or the Organizations tab.

On your group's page, there are 11 options on the right side. Here is what they are for:

1. Profile- Edit contact info, description and photo for your group
2. Charts- This tracks different demographics of your membership
3. News- Post an article/message for all of your members (like a virtual post-it note)
4. Membership- This is a big one- it allows you to manage your roster and officer positions, you can add and approve pending members, create officer titles and assign members to them
   Note- for some of your organizations, I am listed as the Primary Contact only as a formality. Please reassign the primary contact position to the student leader of the organization
5. Events- Promote events that will show up on the site's bulletin board or on Facebook. This is in addition to events.jhu.edu
6. Surveys & Forms- Create a form for your membership to fill out, design poll questions, or even run elections online
7. Documents- Upload a constitution or any other document that you want your members to have access to
8. Discussions- Post a message to be discussed amongst your members
9. Notification Lists- Send emails to all current members, prospective members, or any other list you choose to create
10. Tasks- A virtual to-do list- send members a task to complete or receive a task from the Department of Student Life
11. Registration Forms- When it is time to re-register your organization, the form will be available here

Manage your Home Page

On your personal home page, you'll see all items related to your involvement. On the right side, there are 3 options. Here is what they are for:

1. My Profile- Complete your contact information, upload a picture, print out a transcript of your involvement
   Note that the current system does not remember first name, last name — it only remembers JHED IDs. This will be changing soon as we upgrade our authentication process.
2. My Settings- Allows you to change your privacy settings, notification settings and password
3. My Items- This is where you can find any tasks, forms or surveys that have been assigned to you

Add Members

It is important that you keep an updated roster for all of your members and officers. We will use this list to send out information to your officers in regard to their position. It is important that the Primary Contact for the organization regularly checks the group page and approves any pending memberships. To find out more on how to add members to your group please see our PowerPoint.

View Your Budget

The Treasurer and President should always know the group budget number. We suggest that once you receive your budget number that you enter into your cell phone (put it under the name Budget Number). To find out how to access your group budget number please see our PowerPoint.

User Guide

Click here for the Hopkins Groups User Guide.

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Copier

How do I use the Copier?

All copy jobs should be for Student Group purposes. Anyone using the Student Activities copier will need their group's budget number. Groups can find their budget number on the Hopkins Group. If you are not sure how to locate your budget number, check out our power point.

Where is the White Paper Located?

The White paper is located in the cabinet next to the copier labeled "White Paper." You can access the white paper by asking a monitor to open the cabinet for you (key # EB092 which is one of the smaller keys on the Monitor Key Ring.)

Where Is the Color Paper Located?

The color paper is located above the copier. You can access the white paper by asking a monitor to open the cabinet for you (key # 1043C which is one of the smaller keys on the Monitor Key Ring.) Students should only use up to 100 sheets of colored paper per day.

Where are the Color Paper Refills?

The Color Paper Refills are in a metal cabinet to the right of the copier. The key for this cabinet is located on the Monitor Key Ring.

What should I do if the copier is out of ink or toner?

Ask the monitor to replace it. Replacement ink/parts can be found in the same cabinet as the white paper. The copier should tell you exactly what needs to be replaced, and how to replace it. If no monitor is present ask the professional staff in the Office of Student Activities for help.

Are there other copiers on campus that students can use with their copy cards?

Yes! The Library has copiers on every floor which can be used with a copy card or a J-Card. Photocopy machines are located on the Main - D-Levels. Black and white copies are $.07 per page using a J-card or copy/printing card, and $.10 per page using cash. Color copying is available on the A-Level in the Government Publications/Maps/Law/Library. Color copies are $.75 per page (card or cash).

The Krieger Lab (or Hack Lab) also has a copier available for student. The Hack Lab copier can make colored copies as well.

Students who are making copies for student groups can also go to Fed Ex/Kinkos to make copies. All they need to do is keep their receipts and they can be reimbursed through our "Financial Transaction Request Form" (the orange form).

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Copying and Printing

How to copy/print  |  Print from your computer  |  Sending/Receiving a Fax  |  Scanning

How do I copy/print?

1. Enter your Group Budget Number. Place originals face-up in the automatic document feeder or face down on the glass.
2. Press COPY, located on the Main Menu of the LCD screen. The Copy options will display.
3. Using the key pad, enter the desired number of copies.
4. If other functions are desired press Options on the LCD screen.
5. Press START to begin making copies.
   *Auto paper selection is the standard mode setting. To manually select paper size, press PAPER SELECT and choose the appropriate size.

Copy Ratio: Adjust the copy ratio automatically or specify the ratio manually.

Select Entire Image in Copy Ration to reduce the original slightly to fit printable area.

Finisher: Finisher defaults to collated copy sets. Select Group to group together same page number in copy sets. Select Staple to corner or double staple copy sets.

2-Sided: Select 1-2 sided, 2-2 sided, 2-1 sided, & book-2 sided for duplex copies (double-sided).

Printing from your PC to Canon's Multifunctional Device

1. To print, go to FILE on the menu bar and then choose PRINT.
2. Next to Name on the print page, select a printing device from the drop-down menu (i.e. C5035).
3. Select the PROPERTIES button to adjust the Canon printing options. This window is the print driver and provides access to all MFD print options.
4. Click through the tabs at the top of the window to adjust your document, i.e. number of copies, 2-sided, and staple.

Sending/Receiving a Fax

1. Place originals face-up in the automatic document feeder or face down on the glass.
2. Press the FAX Icon located on the on the Main Menu of the LCD screen.
   
3. The Fax Basic Features Screen is displayed.
4. Specify the destination.
5. If a destination is stored in the ADDRESS BOOK: Press ADDRESS BOOK and select the desired destination.
6. If a destination is stored in a One-Touch Button: Select the one-touch button that contains the desired destination.
7. If a destination is not stored in the Multifunctional Device: Enter the destination using 0-9 on the numeric key pad.
8. Press START.

Universal Send Scanning

Scan and Send
This feature allows the user to scan and mail hard copy documents creating soft copy versions in PDF format.

1. Place your document in the feeder or on the glass.
2. From the Main Menu, press the Scan and Send button on the LCD screen.
3. Select the method by which to specify the destination: the Address Book, One Touch buttons, or New Destination (by Email as the destination and typing the email address).
4. Press the Options button, which will allow you to name your scanned document, enter a subject and a message.
5. Press Done to continue.
6. Press the Start Button to initiate scanning of page(s).

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Darkroom

In order to use our Darkroom, a student must first obtain a permit. Permits may be purchased in the Photo Lab Office located in Room 114, MaCauley. Permits are $30.00 per semester, and $50.00 per year. For more information about any of the Darkrooms on campus please contact Jay Van Rensselaer or Will Kirk at 410-516-5332 or email homewoodphoto@jhu.edu.

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Form Depository

All of the Financial forms that are processed by the Office of Student Activities financial staff can be found online; however they must be turned in in person. If you would like to fill out a hard copy of the forms you can grab one at our form depository located against the far wall.

If you need to turn in a form after normal business hours (Monday-Friday; 8:30 am-5:00 pm) our staff of Student Monitors are more than happy to hand in your forms to our staff. Please remember when depositing money, to only bring cash between 8:30 a.m. and 4:30 p.m. from Monday through Friday so that we are able to provide your group with a receipt.

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Frequently Used Vendors

Have an event coming up and not sure which vendor to use?  A vendor is a person or agency that sells something.  Basically anything that you would use money for would go towards a vendor.  When we have worked with a vendor in the past, their information has already been processed with Accounts Payable which makes paying them much easier and a lot faster.  For a list of our frequently used vendors, please check out our spreadsheet.  If there is someone that your student group has used in the past and you would like us to add them to our spreadsheet, please let us know!

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Going Green-  How do I make my event green?

Looking to make your event more green?  Check out the Sustainability Checklist for event organizers.

JHU Recycling serves as a campus resource to help your event run more smoothly as well as cut down on waste.  To request recycling bins for your next event please visit the recycling request web page:  http://www.recycle.jhu.edu/services_request_special_events.html

To learn more about sustainability at Johns Hopkins, please visit the Office of Sustainability's homepage at http://www.sustainability.jhu.edu/.

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Helpful Tips for Filling Out Financial Forms

1. Know your budget number. They usually start with 8001 or 8002. Budget numbers can be found on your group listing on johnshopkins.collegiatelink.net
2. Only Financial Officers and Presidents can fill out Financial Forms.
3. You cannot reimburse yourself.
4. Write legibly! If you have a difficult time with this, you can download forms online and fill them out on the computer.
5. If you need multiple forms to complete a transaction, paper clip them all together.
6. Make copies of everything!
7. Attach receipts to the back of the Financial Transaction Request Form.
8. You can email financial questions to jdavi142@jhu.edu
9. Email specific SAC related questions to johnshopkinssac@gmail.com
10. All forms should be turned into the Office of Student Activities in Mattin Center Room 131.

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I would like to speak to a Student Activities Staff member about a question

Questions about finances: Speak with our Financial Coordinator.
Questions about contracts: Speak with the Director of Student Activities, Greek Life, and Orientation
Questions about your Budget Number: Speak with our Financial Coordinator.
All other general questions can be directed to the Administrative Assistant

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Mail

Student group mail is first delivered to the Hopkins main mail center. It is then delivered to Mattin 210 at approximately 1:00PM Monday-Friday. All monitors who have shifts at or around that time should pick up the mail around 1:30PM.

Mail is dispersed in the student mailboxes which are located against the wall in the Office of Student Activities. Mailboxes are separated alphabetically.

Mail for sports groups, CSC, GRO or academic groups are housed in other areas.

Sports Organizations (located in the Recreation Center)
CSC Groups (located in the Center for Social Concern)
Graduate Student Groups (See the GRO)

If a student group has something that is too big to fit inside their mail box, the student group will be notified via email that there is a package waiting for them.

We appreciate when groups check their mailboxes on a regular basis. If you do not have a mailbox and would like one please email studentactivities@jhu.edu.

The address to the student group mailboxes is as follows:

Group Name
JHU Office of Student Activities
3400 N. Charles St., Mattin Center Suite 210
Baltimore, MD 21218

Make sure that outside parties fill out the entire name of the group and not just the acronym. When our staff has to sort through so much mail it makes it much easier for us to decipher where mail goes if we know the entire name of the organization.

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Meeting Space

Many student groups use our "Blue Couch" area to conduct their student group meetings. The blue couches are not available by reservation, but on a first-come-first-serve basis.

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Mural Boards

The following regulations apply to any group who would like to use the University Mural Boards:

1. Mural boards are for approved JHU student groups.
2. Making Reservations: To reserve a mural board call the Office of Student Activities (410-516-4873) or e-mail Studentactivities@jhu.edu . You will need to pick up a key to the paint cabinet located in the basement of Whitehead.
3. If supplies or paint need to be replenished, tell the Office of Student Activities staff in Mattin Center Room 131.
4. Rules:
   • Artwork and text must comply with University policy*
   • Use the latex paint we provide.
   • You must use a drop cloth.
   • You are responsible for spills.
   • Use the board assigned to you.
   • Clean all materials (i.e. brushes and trays).
   • Return materials to paint closet.
   • Return key to the Office of Student Activities
   • The artwork can stay on the board for 2 weeks. After that it might be removed, depending on the need.

*The mural must not contain material that is pornographic; harasses any individual or group on the basis of race, gender, national origin, religion or sexual orientation; contains a message of hate or a threat of violence; or otherwise violates University policy.

See our mural board page for more information about reserving mural board space.

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Office Hours

Lobby  |  Professional Staff  |  Student Life  | Digital Media Center

Office of Student Activities Lobby/Practice Rooms:

Monday-Thursday
8:30 a.m.- 12:00 a.m.

Friday
8:30 a.m.- 10:00 p.m.

Saturday
10:00 a.m.- 10:00 p.m.

Sunday
12:00 p.m.- 12:00 a.m.

Office of Student Activities Staff Office Hours (Mattin 131):

Monday-Friday 8:30 a.m.-5:00 p.m.

Please note that all deposits must be delivered to the office before 4:30pm Monday-Friday

Student Life Office Hours (Mattin 210):

Monday-Friday 8:30 a.m.-5:00 p.m.

Digital Media Center Office Hours:

Sunday- Thursday 12:00 p.m.- 12:00 a.m.

Friday-Saturday 12:00 p.m.-10:00 p.m.

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Payments to Outside Vendors

Use orange form. If student is paying an Independent Contractor, they must fill out an Independent Contractor Form (located on the wall or online) along with a W9 (also on wall) and staple it to the orange form. Attach the invoice to the back of the form as well. If the Independent Contractor has not been paid by the University in the past it usually takes 3 weeks for the payment to be processed. If they have been paid through the University before, it takes no more than 2 weeks.

All forms are located in the lobby of the Office of Student Activities, as well as online here.

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Payments to Outside Vendors Using a Federal ID

Use orange form. Attach the invoice to the back of the orange form. If the vendor has not been paid by the university before you must also attach a W-9. If vendor has not been paid by the University before it typically takes 3 weeks for the payment to be processed. If they have been paid by the University before it will take no longer than 2 weeks.

Not sure if your vendor has a federal ID? Just ask them—If they don't know what a federal ID is, or if they do not have a federal ID that makes them an Independent Contractor. For more information about Independent Contractors visit:

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Petty Cash

What is Petty Cash | Reimbursements over $100 | Updating your address

What is Petty Cash?

Petty Cash [Reimbursements] are given out to students (in student groups) who spent their own money on something for a group. Petty Cash is always $99.99 or less. Our office processes the Petty Cash Reimbursements, and will email the recipient when the vouchers is ready for pickup in Mattin Center Room 131.

The voucher (which is a piece of paper with the original receipt taped to the back) should then be taken to the Petty Cash Office (a window right next to Student Employment in Garland Hall) where they will be given cash directly. The Petty Cash Office is open Monday-Thursday 10:00am-2:00pm.

Petty Cash [Reimbursements] that are submitted should be processed between 3-5 days.

What if someone needs to be reimbursed for more than $100.00?

If someone is being reimbursed for over $100.00, the Accounts Payable Office will mail a check to the students mailing address. This usually takes about 3-4 weeks. It is important that the student's address is current. Our office has no way of knowing where the check is being mailed to, so it is the student's responsibility to keep their information updated with the university.

How do students update their address information?

You can update your address on ISIS. The web address is https://isis.jhu.edu/sswf/

It is important that this information is up to date so that the check is mailed to the correct location. Many students forget to update this information, which causes them to have mail sent to strange places (IE their Freshman Residence Hall).

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Phone Numbers

Mattin Center Monitor: (410) 516-7991
Office of Student Activities: 6-4873
Office of Student Life/Dean of Student Life (Mattin 210): 6-8208
Director of Homewood Arts: 6-7991
Coordinator of Campus Programming: 6-8208
Community Liaison: 6-2359 or (410) 967-4914
Van Coordinator: 6-7414
Scheduling Office/Building Operations for Levering and Mattin: 6-8209

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Postering

The rules and regulations governing posters and other forms of advertising on the Johns Hopkins University Homewood campus are designed to encourage the promotion of sanctioned events and activities on campus in a fair manner. In addition, posters and other forms of advertising should not disrupt academic classes, programs or activities and should not damage the property of Johns Hopkins University. Failure to follow the following guidelines may result in removal of posters, fines and/or disciplinary measures.

1. Tape should not be adhered to painted, finished or glass surfaces.
2. Bulleting Board Flyers should be 8.5" x 11" and not affixed over another flyer. Requests for exceptions for larger flyers or posters must be forwarded to the Office of Student Activities in The Mattin Center.
3. Flyers may be placed on the side door entrance of Levering Hall (near Levering Market) and the new advertising stands (e.g., new stand between Hodson Hall and Garland Hall).
4. Flyers advertising expired events or not meeting this policy's criteria may be removed.
5. Chalking is allowed to promote events on Levering Plaza brick surfaces only. Please do not chalk on marble surfaces. It is the individual or groups responsibility to remove chalk marks after the event.
6. Banners may be hung on approved campus structures. Contact the Office of Student Activities in The Mattin Center for the scheduling, approval and necessary arrangements for hanging banners on campus.

Individual departments and governing bodies may have additional requirements for postering and advertising. It is the responsibility of the individuals or the groups promoting events and activities to contact the facility manager of a building in which posters and other advertising media are to be utilized. A partial list of departments and governing bodies with additional requirements include:

Any questions regarding the Postering and Advertising Policy on the Homewood Campus of Johns Hopkins University may be directed to the Office of Student Activities in The Mattin Center.

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Practice Rooms

Can students rent or check out instruments?

No. If they need an instrument for a specific event they can contact the JHU Band at band@jhu.edu

The Piano is out of tune, what should I do?

Email ebeatty@jhu.edu. He will put in a work order to have the instrument fixed. Sometimes it can take up to 2 weeks for the repairman to come out.

Can students remove the drums from the drum room?

No. Under no circumstance is this allowed.

Can students practice in the SDS Room?

Yes, but only if all of the other practice rooms are occupied, and they still must sign in with the monitor.

For more information about the rules/policies of the Practice Rooms, please visit our Practice Room website here.

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Reimbursement Forms

Use the orange form located in the Office of Student Activities lobby, or visit http://web.jhu.edu/studentlife/involved/student_orgs/Financial_Services.html and print off your own. Make sure to attach all original receipts to back of form. Multiple receipts for the same person being reimbursed should be submitted on only one of these forms.

Students cannot reimburse themselves. They must have their group's Treasurer, President, or Second Financial Officer sign off on the form.

Reimbursements under $99.99 are considered Petty Cash. Petty cash vouchers are usually ready within 3 to 5 days of submission.

Reimbursements over $99.99 will be mailed out to the recipient if they are not a JHU student employee. If they are a student employee, the reimbursement will arrive in whatever method their paycheck is received (i.e., direct deposit, mailed check, etc.).

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Scheduling and Room Use

Room Reservation Policy for Levering Hall, Shriver Hall, and the Mattin Center Meeting rooms 160, 161 and 162:

At the conclusion of each semester, recognized student groups may reserve space for the subsequent semester during scheduling week. All groups are limited to reserving one 90-minute weekly meeting and two special events. Two weeks after scheduling week, groups may reserve additional spaces with the approval of the scheduling coordinator.

Each student organization will designate not more than two people per academic year who will take responsibility for reserving rooms with the scheduling coordinator. Please contact Pat Forster, scheduling coordinator, at 6-8209 or e-mail her at pataf@jhu.edu, with your scheduling representative's name, telephone numbers, and e-mail address.

Any group failing to use a confirmed room for two consecutive meetings without formally canceling the room with the scheduling coordinator may have their remaining reservations canceled for that semester. In addition, if your group has been suspended and appears on the FROZEN ACCOUNT list, please resolve those issues before coming to reserve rooms. If your group does not appear on the list of Recognized Student Groups, please see the office staff so that your status can be verified.

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Starting a New Organization

New student organizations may apply for recognition in the Fall semester between October 1-November 1, and in the Spring semester between February 1-March 1.

Follow these guidelines to start your new organization:

• Research current groups on campus, to make sure that your organization is original.
• Find a minimum of 10 students that are interested in being a part of your organization, or provide a compelling reason as to why that number is not possible.
• Find a faculty/staff member who would be interested in serving as your advisor. See Organization Advisors.
• In addition to finding an advisor, you must contact the faculty/staff person in whom your organization would fall under and have him/her review your Prospective Organization Application and make a recommendation.
  • Religious Groups: Contact Kathryn Schnurr
  • Community Service Groups: Contact Bill Tiefenwerth
  • Sport Groups: Contact Gabriel Castellano
  • Performing Arts Groups: Contact Eric Beatty
  • Fraternities and Sororities: Contact Rob Turning
  • Cultural Groups: Contact Joe Colon
  • Academic Groups and Honor Societies: Contact the Department's Chairperson
  • Graduate Student Groups- Contact the G.R.O. Steering Committee

  • *If none of these apply (political, publication, special interest, recreation & hobby, etc.), contact Rob Turning

If your application is approved by the faculty/staff member for, please submit the completed Prospective Organization Application.

After you submit your form, you will be asked to meet with the Student Government Association's Committee on Authorization. These students will help you develop an abstract and constitution for your group. Once those documents are completed, they will be voted on at a Student Council meeting. You may be asked to attend to answer any questions related to your organization.

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Student Activities Fair

Date | Sign-Up | Occupancy | Wait List | What to bring | Table Displays | Didn’t receive email | Volunteer

The Office of Student Activities plans the annual Student Activities Fair which is one of the most highly attended events during Orientation. We coordinate all of the seating assignments as well as publicity for the event.

When is the Student Activities Fair?

It varies. But typically the fair is held on the afternoon of the 1st Friday of the 1st week of classes in September. The event is usually held from 2:00-4:00pm in the Recreation Center’s Main Gym. Registration for student groups begins at 1:00pm. Any group who is late for registration will forfeit their spot to one of the groups on the waiting list.

How do I sign up for the Student Activities Fair?

To sign up for the fair you must be registered on the Hopkins Groups page. Hopkins Groups is how we contact group leaders about important events such as the Student Activities Fair. All of the Primary Contacts of student groups should be listed on their Hopkins Group page.

Over the summer an email will be sent out to the Primary Contact of your student group. The email will have information about where to register (usually it is through a Google Form).

How many groups are allowed to attend the fair?

The gym has the capacity to hold 200 student groups. Each student group will be given a 6 foot table and 2 folding chairs which will be set up for them when they get to the gym.

It is important to sign up early for the fair. There are only 200 spots and 360 student groups, so spaces go quickly. Once all of the spots have been taken there will be a wait-list for any addition groups.

What should I do if I get put on the wait list?

Any group that is wait-listed will receive an email with instructions on how to get a table. Typically wait-listers will arrive at 2:00 and take any of the tables that were not claimed by student groups who registered on time. This is on a first-come-first-serve basis.

What should I bring to the Student Activities Fair?

Table cover (bed sheet, organizational banner, tablecloth, tapestry, etc…)

Suggestions for table displays and recruiting

• Handouts on upcoming meetings and activities
• Purpose of your organization
• List of current officers
• Contact information to distribute
• Website information if applicable
• Scrapbooks of past events
• Awards received
• Newsletters (past and present)
• Invite advisors to come to “meet and greet” prospective members
• Have an official welcome and brief explanation of your organization, introduce your officers, and announce upcoming events and projects
• Put your best foot forward without deceiving prospects as to who you are
• Have members with artistic talents work on posters, flyers, banners, etc…BE CREATIVE!! Publicity is only effective if noticed!
• Make sure language used in publicity is respectful of all people and is gender neutral
• Stand up! Don’t sit or slouch
• Don’t do your homework while trying to recruit, you should be alert and making eye contact with everyone who passes by your table
• Don’t be too pushy, and remember to smile

I never received an email for the Student Activities Fair… What’s the deal?

The only way that we can contact you for the Student Activities Fair is if we know that you exist! If your email is not updated on your Hopkins Group page, then you will not receive an email about the fair.  That is why it is so important for you to keep this information as up-to-date as possible and to pass this information on to the new officers who take over when your term is up. Every year there are groups who claim they did not receive any notification about the Student Activities Fair and this is the reason,

How can I volunteer for the fair?

We are always looking for energetic volunteers to help us out the day of the fair. If you would like to help out, please email StudentActivities@jhu.edu.

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Student Group Offices

There are 5 groups housed within the Office of Student Activities that have office space.

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Study/Workspace in the Office of Student Activities

The Office of Student Activities went through a major redesign in 2008 to make our lobby space more inclusive for all students/student groups. We currently have a dozen desks for students to work on group projects, homework, or whatever else they would like to do.

Our office spaces might be one of Hopkins best kept secrets. We are centrally located, close to several restaurants and the desk space provide a bit of privacy from the outside world. We have students who hang out in the office from 8:30-5:00 pm or sometimes just stop by for a quick lunch at one of our tables. Whatever your preference is, we invite you to share our space. The Office of Student Activities Lobby is open during the following times:

Monday-Thursday: 8:30 am-Midnight
Friday: 8:30 am-10:00 pm
Saturday: 10:00 am-10:00 pm
Sunday: Noon- Midnight

Please note that the Office of Student Activities building hours are subject to change and will implement different building hours during the following time periods:

Summer
Intersession
Thanksgiving Break
Spring Break

If you have questions about our lobby please feel free to contact us.

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