Student Club Resources

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Club Head Info and Spending Guide

  The Club Head Info and Spending Guide is your guide to starting, leading, and maintaining your organization. This guide will serve as a tool for all club heads to aid their registered club in succeeding at Bard. This document outlines all the policies and procedures regarding the spending of club funds.  All club heads are responsible for knowing and following the policies and procedures found in the Club Head Info and Spending Guide.

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Club Ledger Spring 2025

This is the public ledger update weekly by Wednesday at 10pm to reflect processed budget requests.

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Club Requests and Processing Calendar

This calendar serves to help Bard student clubs navigate when to submit Purchase Requests so that the items requested are able to arrive on time so they are available for scheduled events.  Bard College does not have control over vendor shipping timelines and/or vendor delays. 
Please use the Approved Vendors Guide.  If using a new vendor not listed in the guide, please make all requests at a minimum of four (4) weeks in advance.
 

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Club Budget Proposal Form

Club heads use this form to submit a budget proposal at the start of the semester, before Budget Review (when the Fiscal Committee reviews budget proposals) and Budget Forum (when clubs can request funds from other clubs and after which budgets are finalized).

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Student Event/Meeting Registration Calendar

This calendar serves to help Bard students and student clubs navigate when to when to register their event(s) with OSA.  All events require registrations of a minimum of two (2) weeks prior to the event date.
 

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Club Spending Processing Timeline

This shows the expected timeline from start to finish of any student purchase/check/payroll request.

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Club Spending Submission Portal

This form is used to submit budget requests, including purchase requests, check requests, and payroll requests.

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Club Purchase Request

The Purchase Request form is to request the college ro purchase items for a registered event hosted by a student club.

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Club Check Request

The Check Request form is to request payment by check to outside vendors contracted to provide services or to a current student as reimbursement for items purchased for a student club.

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Club Payroll Request

The Payroll Request form is to request payment through payroll to a current student for a service they provided to a student club.

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Club Extra Lines for Requests Form

The Extra Lines for Requests form is to supplement the other request forms when more space is required to describe the items.

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Club Stimulus Fund Request

This form is used to request funding from the Stimulus Fund to supplement a club's budget.

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Club Transfer Funds Request

This form is used to request a transfer of your funds to another club or college department.

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Amazon Club Order Information

The guide is designed to streamline the process of purchasing something for your club through Amazon.

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Sound Crew Information

Click below to download the Sound Crew Handout.

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Parkhurst Catering Information

Click below to download the Club Catering Menu.

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Equipment Rental Form

Please note that OSA equipment check-out and check-in hours are Monday through Friday, 9am - 5pm.