Clubs & Pubs
Regulations

General Guidance

For any issues or difficulties with the Epsilon StuyActivities service, visit the support page or consult directly with a Student Union (SU) representative. An Activity can operate only after its charter is submitted to and approved by the Clubs & Pubs administrators. Charters are reviewed on a fixed day each week and may be approved only between August 1 and May 31. Once a charter is approved, it becomes visible on the Epsilon site and the Activity leaders receive email confirmation.

Every Activity must have at least two leaders—either two co‑presidents or a president and vice‑president—and must meet at least once per month, in person or online, with each meeting registered on Epsilon. Activities inactive for more than one month risk suspension or revocation of their charter. The SU may merge Activities with substantially similar missions, may suspend any Activity that violates its charter, and requires that all charter changes receive prior approval from the Clubs & Pubs department. Every Activity must comply with Chancellor’s Regulation A‑601, all other Chancellor’s Regulations, the Stuyvesant Code of Conduct, and school policies. Violations result in immediate suspension and charter revocation.

Finally, each club must maintain at least ten official members, not counting faculty advisors.

Online Meetings

Official meetings may be hosted online provided that links and schedules for every meeting are posted on Epsilon and that meetings occur between 2:30 PM and 8:00 PM. If uninvited guests appear, or if any participant engages in disrespectful comments, bullying, or other misconduct that violates the Code of Conduct, the meeting must end immediately and the incident must be reported to MPolazz@schools.nyc.gov and clubpub@stuysu.org.

Activity Meetings

All meetings are subject to audit by an SU Auditor, who reports to the directors of the SU Clubs & Pubs department. Any violation of meeting rules results in a strike unless otherwise noted; three strikes—regardless of type—revoke the charter and cannot be appealed.

Meetings must remain orderly and respectful. Complaints by staff or SU Auditors concerning inappropriate behavior—such as fighting, roughhousing, discriminatory remarks, or any breach of the Code of Conduct or Chancellor’s Regulations—may lead to immediate suspension.

For events or meetings off school premises, the registered faculty advisor must contact clubpub@stuysu.org, COSA Mr. Polazzo (MPolazz@schools.nyc.gov, Room 260), and Assistant Principal Mr. Moran (BMoran@schools.nyc.gov, Room 103) at least one week in advance with full event details and must attend the entire event alongside the faculty advisor for the Activity. The correspondence should detail the date, location, paperwork, number of people attending, Activity leader(s) and faculty advisor names for the event.

Activities must vacate the building by 5:00 PM unless accompanied by a registered faculty advisor. SMARTBoards may not be used during meetings, and media carts may be borrowed only when a faculty advisor signs them in and out. Flyers or advertisements may not be posted until a charter is approved; all flyers must be removed within a week after the event, and any flyer deemed inappropriate—or placed near escalators—will be removed without notice.

Room Reservations and Usage

All Activities must reserve a room to be able to hold a meeting. Rooms must be reserved on Epsilon StuyActivities, which operates on a first‑come, first‑served basis, and no Activity is guaranteed a particular room.

Long‑term reservations require an email request to clubpub@stuysu.org explaining the need. Rooms must be restored to their original condition after each meeting; staff or Auditor complaints about cleanliness or damage may result in strikes or suspension. Activities must use the specific room indicated on Epsilon, cancel reservations at least 24 hours in advance if plans change, and email clubpub@stuysu.org or consult an SU representative if no suitable room is available. Reserving non‑classroom facilities—such as the cafeteria, auditorium, or lecture halls—requires the faculty advisor to email clubpub@stuysu.org, Mr. Polazzo, and Mr. Moran at least one week ahead with full justification and logistics. Guest speakers may enter the building only after all listed parties approve the request and School Safety Agents are notified.

Funding

The SU manages all Activity funding. Requests will be denied if they involve unapproved trips, unapproved supplies or services (including guest speakers), personal items that members keep, faculty‑advisor compensation, computer systems or software, food or beverages, or apparel. Two funding rounds occur each year—one in Fall and one in Spring. Prior to each round, Activities receive a budget application and rules. Only Activities needing funds should apply, and compliant applicants are scheduled for a meeting with the SU Budget Committee. At least one Activity leader and the faculty advisor must attend; failure to do so results in automatic denial, while legitimate conflicts must be emailed in advance to clubpub@stuysu.org and budget@stuysu.org.

When requesting support, an Activity may seek either a grant or a loan. A grant requires the Activity to pay upfront, retain original receipts, and submit them to budget@stuysu.org for reimbursement (excluding tax). Reimbursement checks are available from Ms. Caruzo in Room 103 roughly two weeks after submission, and the tax‑exempt form supplied by the Budget Department should be used to avoid sales tax. A loan must be repaid by the end of the school year unless otherwise specified. Acceptance of SU funds obligates Activities to cooperate fully with audits, submit receipts within seven days of each purchase, present purchased items on request, and return all items to SU storage at year‑end; items are reissued the next year if the Activity still exists, otherwise the SU retains them. First violations trigger a warning unless severe; a second infraction allows the Budget Department to withdraw funding and suspend the Activity. Any misuse of funds results in immediate suspension and charter revocation. Funding rules may be amended by majority vote of the Budget Committee.

A faculty advisor must be present for speakers or lectures in large venues, for any off‑site event with members present, for meetings in the building after 5:00 PM, and whenever SU funding is requested. The advisor must also sign the “Advisor/COSA” field on reimbursement forms for purchases made with Clubs & Pubs allocations. Activities that have accumulated three strikes may reapply for a charter after suspension; if reinstated, a faculty advisor must attend all meetings until the SU states otherwise.

Fundraising & Finances

Before undertaking any fundraising, consult the complete StuySU Fundraising Guidelines and Staff Treasury Memo. Equipment, supplies, and services must be purchased through FAMIS and ShopDOE in accordance with NYC DOE Standard Operating Procedures; certain items may be purchased with General School Funds only after written approval from the Business Manager, APO, and Principal. Personal funds should not be used without prior written approval, as reimbursements are otherwise prohibited and tax is never reimbursed. Expenditure requests must be filed on the official “Request for Expenditure” form, accompanied by invoices (not quotes or statements) within two weeks of delivery or payment. Requests associated with events, trips, or merchandise require supporting documents such as agendas, attendance sheets, trip approval forms, or signed packing slips.

Deposits are accepted only by Dina Ingram in Room 105 or 273C on Tuesdays and Thursdays. Cash and checks must be separated by denomination; checks must be payable to Stuyvesant High School and include the student’s name and OSIS on the memo line. The “Authorization to Collect General School Funds” form must be completed before collecting any money, and only faculty advisors or designated staff may oversee the process—students may never handle funds directly. All fundraising requires prior written approval on this form, and every event must complete a “Final Statement at Conclusion of Revenue Producing Activity” reporting all sales and profits or losses. Funds must be deposited immediately after the event or within three days and never stored off campus or with students. Only cash and checks may be deposited, although the school website may be used for large electronic payments. All forms for financial transactions are available in Room 105, and checks are processed twice weekly on Tuesdays and Thursdays.

ANY ACTIVITY THAT DOES NOT COMPLY WITH THESE RULES WILL NOT BE CHARTERED. THE STUYVESANT STUDENT UNION RESERVES THE RIGHT TO SUSPEND ANY ACTIVITY THAT FAILS TO FOLLOW THESE REGULATIONS WITHOUT PRIOR NOTICE.