Student Org Protocol
Below are guidelines and resources for the Student Faith Organizations at Boston College. Please contact Rev'd James Hairston or Julie DeMareo with any questions.
Rev'd James Hairston
Students may not sign any contracts for any type of service, venue, or program. All contracts must be submitted to Rev'd James Hairston for approval and signing.
You may book on-campus rooms via Event Management's online system at no charge. However, please note that if you require food reservations or set-up specifications, you will be charged for these services and a 15% administrative fee will be included. Because of these charges, it is recommended that you submit a University Mission and Ministry Service Center request to begin a conversation with a staff member who can assist you with the planning process. Please contact the UMM Service Center at least 2 weeks before the event.
AV needs may be submitted to Media Technology Services. It is recommended that you contact them at least 2 weeks before the date of your event.
If you are planning an event that requires transportation, please download and complete the Bus Request Form and submit it to Rev'd James Hairston for approval. Please submit your request at least 2 weeks before the date(s) you will need a bus.
Retreats & Off-Campus Venues
If you are planning an event that will take you off-campus, please schedule a planning session with Rev'd James Hairston to begin your process (finding a retreat space, collecting retreat registrations and fees, etc).
Please note: Students may not sign any contracts to reserve off-campus venues. All contracts must be submitted to Rev'd James Hairston for approval and signing.
If you will be collecting a fee from group members to pay for a retreat, please download and complete an E-Market Request Form, and then submit it to the UMM Service Center.
To reimburse a person
To request reimbursement for a student organization-related expense, please download and complete an Expense Report in Excel. Be sure to attach the list of attendees and both the credit card receipt and itemized receipt(s), then submit everything to Rev Hairston.
If you have not previously filled out a direct deposit form with Boston College, please complete the Student Direct Deposit form. This can only be done after you are set up in the system.
To pay a person
If you need to pay a non-BC individual who performs a service (e.g. a speaker or a musician), please download an Honorarium Form in Excel. Submit the completed form to Rev Hairston.
If you are working with someone who has not done business with BC in the past, they must submit a completed W-9 form online prior to being paid.
To pay a company
If you have worked with a business or organization, and need to pay the vendors' invoice(s), please download the Voucher Form in Excel. Submit the completed form to Rev Hairston.
If you are working with an organization that has not done business with BC in the past, they must submit a completed W-9 form online prior to being paid.
If your group is collecting money from members and would like to make a deposit, please download and complete a Deposit Form in Excel. Be sure to select your program in the chart string field. Then submit the payment(s) and Deposit Form to Rev Hairston.
Each student organization is welcome to have its own Campus Ministry-hosted website (view the list of Student Faith Organizations websites).
If you have updates or edits for your group's page at any point throughout the year, please submit a request through the UMMSC request form with details about the changes you would like made. Please include pictures, with photo credits, if possible. Edits are made within 2 business days.