Administrative Info for Student Arts Groups

Barnstormers on stage

Alumni Lists

Please email the director a list of your group’s graduating seniors. Over time this list can be used for funding requests and invitations to special performances by your group.

Arts Certificate Program

Homewood Arts Programs sponsors the Homewood Arts Certificate. The certificate is awarded to graduating seniors who have made an important contribution to the non-academic arts at Johns Hopkins and who complete a significant original final project in one of five areas: Dance, Digital Media, Fine Arts, Music, and Theatre. Applications are ongoing, with a deadline of November 1 of your senior year. Your final project must be completed by the end of your spring semester, senior year.

Audio/Visual Information

The Johns Hopkins AV department (KIT-CATS) can assist groups with audio visual planning and equipment. Student groups receive a 50% discount on rentals. Labor costs are charged at the full rate. For info on their services and links to a list of their equipment and service request, visit the AV services website. Dance groups must meet with the director to make your initial order for JHU AV for shows in Shriver.

Email Lists 

Please put the Director (ebeatty@jhu.edu) on your group’s general info email list. This allows the Director to keep up to date on all your group’s activities via your mass emails.

Event Listings on the HUB

All your group performances should be listed on the Arts and Culture events calendar of the HUB. Events can be submitted directly on the HUB.

Finances

For all reimbursements, payment of contracts, inquiries about your group accounts, etc, contact the financial staff of the Office of Student Leadership and Involvement in Jones Building North, or at x-64873.

Funding

Funding sources include:

  • Student Activities Commission (SAC) – Annual and monthly requests for groups. During the academic year registered officers of a group can access the SAC proposal form online at the Hopkins Groups site for your group.
  • Homewood Arts Programs  “General Funds” – This money is primarily to support appropriate items or trips that can’t be funded by SAC. The money set aside annually for each arts group is approximately $300-$500. To request funds, email the Director of HAP.
  • Homewood Arts Programs  “Guest Artist Funds” – Homewood Arts Programs also has money available to fund guest artists for your groups. This could include professionals to lead special workshops, master classes, dialect sessions, etc. To request funds, email the Director of HAP.
  • Dance Groups – Special Funds – There is an HAP endowment that can provide additional funds to dance groups for travel, competition fees, guest choreographers, workshops and costumes that will remain property of the group. To request funds, email the Director of HAP.
  • Student Life Programming Grants – Money is available from a committee that funds projects/events which are sponsored by on-campus groups/departments/organizations. These are offered once each semester, and the application deadlines are usually early September and February. For information visit the Student Life Programming Grants website.
  • Arts Innovation Grants – The Arts Innovation Grants are designed to help Johns Hopkins undergraduates create new co-curricular activities or to significantly increase the impact of already existing co-curricular activities in the arts within the university and the greater Baltimore communities. These are currently due once a year, in early spring for activities during the following academic year.  Arts Innovation Grants website
  • Faculty Involvement Grants – Grants that support educational activities between faculty and student organizations. For more information, visit the Faculty Involvement Grants website.
  • GRO –Graduate Student Organization offers funds if you have grad students as members. The office is in Levering Hall or at x6-7682.
  • Alumni Association Student Group Grants –The Alumni Association offers grants of up to $1500 once a year to student groups. Application deadlines are usually in early fall semester. For info and application materials: Alumni student grants website
  • Diversity Innovation Grants – The Diversity Innovation Grant (DIG) program provides funding to support fresh, innovative programming ideas that foster diversity and inclusion among the kaleidoscope of communities at the Johns Hopkins Institutions.  Specifically, the DIG program supports initiatives with the following objectives: Promote civility and respect at JHI; Create and implement novel ways to support diversity at JHI; Create and implement novel ways to support inclusion at JHI.  The annual deadline is usually in the fall. For info and application form: Diversity Innovation Grants 

 

  • Donations from the general public – The main JHU giving page is here. This is the easiest way to donate to your group. The person donating must select “Other” from the list and then clearly indicate that the gift should go to your student group, under Homewood Arts Programs. If you have questions about this process, contact the Director of HAP.
  • Donations from alumni of your group – The JHU Alumni Relations staff can assist your group in soliciting JHU alumni who were active in your group. This can only happen in spring, after the office has already made their solicitations. This is not recommended on an annual basis. For further information, contact the Director of HAP.

Group Membership and Registration

  • All arts groups must register online every year in the Hopkins Groups system in order to be recognized.
  • Groups that are not recognized will not be allowed to schedule space or receive any of the other privileges extended to registered groups. If you are not an SAC group, you must be “sponsored” either by Homewood Arts Programs or another campus department. Contact the Director of HAP for details.
  • SAC groups may only have JHU students, faculty and staff as members. Students from other universities and members of the local community may not take part in SAC group activities.
  • HAP sponsored groups may have community members, if approved by the Director of HAP. In special cases, with a professional director, an SAC group may be able to have community members if approved by the Director of HAP.

Mattin Center Banners

  • Mattin Center banner space can be reserved for one week (Mon – Sun) for an event or program that is sponsored by a registered student group or campus department. Banners are not accepted for individual student events or election campaigns. We have three spaces available each week. To reserve a banner, email the Director of HAP.

Online A Cappella Music — Posting and Selling

  • A cappella groups who want to post and sell their music online must follow all legal and licensing requirements. Currently you are not able to use the JHU tax ID info to apply to use the services of any music distribution site.
  • Any money that is made by selling the group’s songs must be deposited into the group account with staff in the Office of Student Leadership and Involvement.

Planning and Publicity for Shows

  • Info for planning and publicizing all JHU student group events is on the website for the Office of Student Leadership & Involvement
  • Please give the HAP Director 4-6 copies of any fliers and/or posters for your shows for distribution in the Mattin Center and archives.

Recording CDs

  • When a student a cappella or choral group records copyrighted songs for production on a CD, the group must ensure that all licensing fees have been paid. General information is available through the Harry Fox Agency.

Scheduling Spaces for Rehearsals and Performances

  • Shows and regular weekly rehearsals will be scheduled in coordination with the Director of HAP.
  • To schedule a new rehearsal in the Mattin Center dance studio or the SDS Room, email the Director of HAP.
  • To schedule a new rehearsal or event in any other room, fill out the Homewood Space Reservation Form. You will be contacted by the appropriate scheduling office.
  • During the end of each semester is “scheduling week” for the next semester. Arts groups scheduling for regular weekly rehearsals is coordinated by the Director of HAP.
  • Regular weekly rehearsals start the first day of classes each semester and end on the last day of classes. Any other times before classes start, during exam periods, or during the summer must be requested in a separate email to the Director of HAP.

Social Events Off-Campus

  • All student groups are required to register off-campus social events which are group related. Examples for arts groups include, but are not limited to, cast parties, parties with guest groups from other universities, end of semester dinners, or award celebrations.
  • Please submit your form at least three business days before your event. All forms will be forwarded to the JHU Community Liaison.
  • Any incident reports of violations of the agreement will be forwarded to Student Life staff who will initiate appropriate meetings with students and staff.
  • A new form must be submitted for each of your group’s social events off-campus.

Student Life Policies

  • All student groups must follow the Student Life policies which are described in the Undergraduate Student Handbook.

Sudler Arts Prizes

  • There are two annual prizes for JHU students: the Sudler Arts Prize and the President’s Commendation for Achievement in the Arts. More information is available on the Sudler Arts Prize website

Travel off campus

  • All off-campus travel and group activities come under the same JHU policies and regulations that are in effect for campus activities and behavior. You are ambassadors for JHU and the guests of the university or company where the performance or activity takes place. Travel for student group activities over 300 miles round trip must use public transportation or a hired van or coach with a professional driver. You must pre-arrange all travel plans with the financial staff person in Student Leadership & Involvement.

All information and policies are subject to revision.