Funding for Student-Led Well-being Events

Created by generous donations from HMS alumni and the Aesculapian Club, the HMS Student Maxi Well-Being Fund supports new endeavors that engage and inspire the student community in healthy habits and foster resilience.

 Eligibility

• All HMS and HSDM students enrolled in Pathways and HST programs are eligible
• Students may apply more than once, but priority will be given to new student projects

Amount and Timing

• Fund awards ranging from $250 to $2,000 are awarded on a monthly basis. Selected proposals may be offered partial or complete funding

Well-Being Fund Cycle

• Funds will be reviewed on a monthly basis
• Apply by the last business day of the month
• Your application will be reviewed, and your notification letter will be sent by the 15th of the following month (for example, if you are planning an event for late May or early June, apply by the end of April and can expect your notification letter by mid-May)

Selection Process

Proposals will be reviewed by the Office of Student Affairs at HMS after the monthly due dates.

Selection Factors

• Addresses a demonstrated student well-being need
• Demonstrates collaboration across student groups, HMS programs and phase (preclinical, PCE, post-PCE) of the curriculum
• Employs innovative ideas and methods
• Describes the intervention’s anticipated impact
• Includes metrics to measure the intervention’s effectiveness
• Includes a proposed budget
• Feasibility of implementation
• Equitable award consideration across student groups, HMS programs and phases of the curriculum

How to Apply

Apply using the application here. 

View Maxi-fund proposal examples (log-in required). Any questions about the HMS Student Maxi Well-Being Fund process should be referred to the Office of Student Affairs at student_affairs@hms.harvard.edu.

How to Pay

• Students will be reimbursed for costs (if this creates a financial barrier, students should reach out to OSA)
• Students will also be expected to provide a short summary of the event and pictures (if feasible) as well as any receipts/documentation for funding spent for reimbursement
• Retain all receipts to receive reimbursement including itemized receipts and proof of payment
• Receipts must be in the form of a PDF or photos and attached to an email for reimbursement
• It is the responsibility of the student to let OSA know if any approved funds were not used

Reimbursement Process

• To receive reimbursements, you will need to create a profile in Harvard’s reimbursement system, Buy2Pay. A Supplier Portal Invite will be sent to you when you receive approval for your application. We advise completing your profile as soon as possible since it can take 1-2 weeks for set up to be completed. By completing your profile prior to your event, it will reduce the processing time of your reimbursement
• Upon the completion of your event, please send the receipt(s), photos and event summary to begin the reimbursement process
• You will need to complete the non-employee reimbursement form (NERF). This form will need to include your contact information, Harvard ID, a business purpose with a list of all participants, and a signature. Please remember the total to be reimbursed cannot exceed the amount approved in your application
• While we aim to process reimbursements in a timely manner, please note that reimbursements can take up to 90 days

Eligibility

The following criteria will be used in determining if a student is eligible for the program:

• Any student enrolled in the MD Program at HMS is eligible to apply for the program.
• Any HSDM student enrolled in the first year of the program is also eligible to apply.
• Students are eligible to have either one application funded or participate in a group activity organized by another student per academic year.
• Only one group activity for the same students can be approved. All attendees of the same event count as co-applicants.
• Once an application has been approved for funding, the student is no longer eligible to apply for additional funds that academic year. Any exception to this must be approved by the Office of Student Affairs (OSA) in advance.

Criteria for Funding

The following criteria will be used in determining if your application will be approved for funding:

1. Approved applications are eligible for up to $100 to promote community connections and bring smaller groups of students together (up to 25 students).
2. Activities should include at least four (4) students.
3. Only one application can be submitted for the same event (specifically, other participants of the same event cannot apply to request funds for the same event).
4. Application must be submitted at least two weeks before the event/activity date. Applications submitted after this are subject to denial.
5. Application promotes well-being and clearly explains why this activity is aligned with the purpose of the program.
6. Events and activities that promote cross-class year socialization are highly encouraged.
7. OSA reserves the right to ask for items purchased with these funds to be returned to OSA for future student use.

Funding Restrictions:

1. Funds cannot be used for the purchase of alcholic beverages, overnight lodging, mileage and/or car rentals.
2. Funds cannot be used for the purchase of gifts and/or gift cards and donations or fundraising.
3. Funds cannot be used for purchase of Boston Symphony Orchestra tickets when the BSO medical card program is in effect.
4. Activities that present a risk of injury to self or others may require students to complete a waiver or release of liability form that must be completed and submitted to OSA in advance of the event (e.g. hiking, sailing/kayaking, biking etc.)

Application approval is at the discretion of the Office of Student Affairs and subject to sufficient fund availability.

How to Apply

• An application must be submitted electronically via the Application Form.
• Applications will be reviewed on a rolling basis by OSA.
• Harvard Medical School is tax exempt so please use the tax-exempt certificate as needed.

How To Pay

• Students will be reimbursed for costs up to $100 (if this creates a financial barrier, students should reach out to OSA).
• Students will also be expected to provide a short summary of the event and pictures (if feasible), as well as any receipts/documentation for funding spent for reimbursement.
• Retain all receipts to receive reimbursement, including itemized receipts and proof of payment.
• Receipts must be in the form of a PDF or photos and attached to an email for reimbursement.
• It is the responsibility of the student to let OSA know if any approved funds were not used.

Examples of  approved events/activities:

• A book club with funding being used to purchase books and snacks for meetings
• A group cooking class
• Yoga class with a group of classmates
• Group hiking, kayaking or other wellness excursion
• Art supplies for a paint night
• Community dinner with classmates from your PCE site

Examples of events/activities that will not be approved:

• Birthday parties or private group celebrations/meals in a restaurant
• Events centered around alcohol

Reimbursement Process

1. To receive reimbursements, you will need to create a profile in Harvard’s reimbursement system, Buy2Pay. A Supplier Portal Invite will be sent to you when you receive approval for your application. We advise completing your profile as soon as possible since it can take 1-2 weeks for set up to be completed. By completing your profile prior to your event, it will reduce the processing time of your reimbursement.
2. Upon the completion of your event, please send the itemized receipt(s) with proof of purchase, photos and event summary to begin the reimbursement process.
3. Consolidate all receipts and your non-employee reimbursement form into one pdf attachment.
4. If sufficient back up documentation is not provided including itemized receipts and proof of payment, reimbursement cannot be processed
5. You will need to complete the non-employee reimbursement form (NERF). This form will need to include your contact information, Harvard ID, a business purpose with a list of all participants, and a signature. Please remember the total to be reimbursed cannot exceed the amount approved in your application.
6. While we aim to process reimbursements in a timely manner, please note that reimbursements can take up to 90 days.

Contact Information

If you have any questions about applying to this program, please contact:

• Sheryl O’Brien at  Sheryl_obrien@hms.harvard.edu
• Csilla Kiss at Csilla_kiss@hms.harvard.edu