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Student Activities

Ways to Advertise Events

Monmouth University offers a wide range of advertising options for your student organization. Many advertising methods are free and all are low cost.

Flyers: Any and all flyers need to be approved in order to be hung on the academic side (please see the residence hall position policy for the residence side). Flyers must be brought to the Office of Student Activities to be approved and stamped. Any and all flyers that are not approved will be removed and the organization may face consequences.

The Outlook Newspaper: The Outlook will continue to publish a Club and Greek page this year, announcing the news or upcoming events of any and all student activities. Ideas and/or club business can be placed in the suggestion boxes, which will be placed on the first and third floors of the student center, or through the Event Coverage page on our website at outlook.monmouth.edu. Call 732-571-3481 for more information.

WMCX Radio 88.9 FM: Any advertising submitted by a Monmouth University organization will be aired FREE as long as your promotional ideas are approved and submitted one week prior to airtime. For more information, call (732)571-3482.

Electronic Message Board (Larchwood Avenue, Norwood Avenue, & North Campus locations): Available free of charge. Complete an Electronic Sign Board form available in the Office of Student Activities and Student Center Operations. The form must be completed one week prior to the date you wish the message to appear. All requests must be in writing on the appropriate form; no phone requests will be taken. Messages should be as brief and concise as possible. For more information, contact 732-571-3586.

Hawk TV: Contact the Hawk TV office at 732-263-5274 for information on how your club or organization can get advertised on Hawk TV.

TV Message Boards: Contact the Media Center at 732-571-4421 for information on getting your message on the TV monitors around campus.

Calendar of Events: The Office of Student Activities puts out a bi-monthly calendar of events that are open to the student body. If you would like your event on the calendar please contact the Office of Student Activities at 732-571-3586.

Promotional Tables:

  • Rebecca Stafford Student Center— The Rebecca Stafford Student Center has two vendor tables on the first floor that may be utilized. These must be reserved in advance through the Office of Student Activities and Student Center Operations at 732-571-3586. If space is not available, the club may request a table on the outdoor patio. Outdoor tables may be available, weather permitting, however there is no rain location.
  • Plangere – The Plangere Academic building has one vendor tables on the first floor that may be utilized. This must be reserved in advance through the Office of Student Activities and Student Center Operations at 732-571-3586.

Weekly Activities E-mail: If you would like your event or club meeting time included in the weekly activities e-mail, please submit your event and/or meeting information to activities@monmouth.edu at least two weeks prior to your event. Additionally, if you would like a special flyer included for large events please include as a JPEG attachment.

Student Center TVs: If you would like your event information included on the Student Center TV’s (located in the café and hallway), please submit your event flyer as a JPEG to activities@monmouth.edu (flyer should include: name, time, location, sponsor, along with any other information). The TV is only updated on Mondays and Thursdays.

Social Media Sites: Clubs and organizations are encouraged to utilize social media venues (platforms) such as Facebook, Instagram, Twitter, and Snapchat. If your club decides to create your own club account, please refer to the Social Media Accounts handbook information before moving forward.

Student Center Windows: A single panel on the Student Center windows facing the patio is available for club “major event” advertising. A representative from the organization should contact the Office of Student Activities gain approval and book a window panel. The event can only be posted a week prior to the event and the window must be cleaned by the organization within 24 hours following the event or future privileges will be suspended. Please make sure to use appropriate materials for both application and removal. Refer to the Office of Student Activities for suggestions of these materials.

Regulations for Advertising/Solicitation/Posting on University Property

  1. All notices and advertisements posted on University property must be approved prior to posting. Individuals or groups receiving permission to post materials are required to post the materials themselves.
  2. Requests to post notices or advertising of any kind on University property except as noted in #3 and #4 below and in the following sentences, must be submitted to the Office of Student Activities and Student Center Operations for approval no later than three (3) days in advance of the desired posting. Materials to be posted in the Residence Halls must be approved by the Office of Residential Life three days prior to the desired posting. Materials posted in the Rebecca Stafford Student Center must follow the guidelines established by the Office of Student Activities and Student Center Operations in the “Rebecca Stafford Student Center Posting Policy”.
  3. Requests to post notices or advertisements of any kind in Boylan Gymnasium, Kessler Field, or any other athletic facility must be approved by the Director of Athletics no later than three days before the desired posting date.
  4. Requests to post notices on bulletin boards which are sponsored by Academic Departments should be directed to the Chairperson of that particular area (i.e. Nursing, English, Chemistry, etc.).
  5. The posting of any flyers or notices of any kind on vehicles on University property is strictly prohibited.
  6. The posting of notices or flyers that support or endorse candidates for political office is not permitted.
  7. The use of the e-mail for the posting of advertisements or notices will only be permitted after the text of the message has been approved by the Office of the Vice President for Student Life and Leadership Engagement.
  8. The distribution of flyers, handbills, etc. on campus will not be permitted.
  9. Advertisements may be posted on bulletin boards or walls that are brick or painted concrete (except for walls or painted surfaces in the Great Hall). Postings or advertisements may not be posted on windows, doors, stairwells, restrooms, elevators, wood, wall papered or other painted surfaces. Posting of materials on vehicles, trees, lampposts or building exteriors will not be permitted.
  10. Only masking tape and fun-tack may be used on wall surfaces. Thumbtacks must be used on posting material on bulletin boards. Staples on bulletin boards will not be permitted.
  11. Advertisements are permitted to be posted for thirty days or until the occurrence of the event, whichever is first.
  12. Clubs, organizations, departments, or individuals are responsible for the removal of postings immediately after the activity or event has taken place. Failure to do so will result in loss of posting privileges and responsibility for any charges that may be incurred as a result of such removal.
  13. Advertising for any and all off-campus events featuring the consumption or purchasing of alcoholic beverages is not allowed. University sponsored events involving alcohol may be advertised with the permission of the Vice President for Student Life and Leadership Engagement.
  14. Material that is deemed to be obscene, libelous, slanderous, racist, sexist, or otherwise offensive to the diverse University community will not be approved.
  15. Organizations or individuals violating the policy on postings will be subject to loss of future posting privileges, charges for any damage that may occur as a result of such posting and charges filed under the University’s Student Code of Conduct.

Rebecca Stafford Student Center Posting Policy

The Monmouth University Rebecca Stafford Student Center is considered the “Living Room” of the campus. It is used by and for the Monmouth University community to host lectures, workshops, meetings, and events. It is also a place where people gather to eat, socialize, study, and relax. The Rebecca Stafford Student Center maintains this balance by presenting an environment that is friendly and inviting, one that celebrates the University’s diversity of culture and ideas through positive expressions. Since the Rebecca Stafford Student Center is one of the main “resource” locations on campus, it is important that any advertisements posted in the Student Center meet certain guidelines.

The following regulations detail the Student Center’s policies for posting advertisements in the building.

  1. All advertisements must be approved and posted by the Office of Student Activities and Student Center Operations. (Monday – Friday 8:45 AM – 5 PM) Any items not stamped or hung by the Student Center staff will be removed immediately.
  2. Materials posted cannot exceed 11 inches x 17 inches.
  3. All advertisements posted in the Student Center will be posted by Student Center staff. Advertisements dropped off at the Office of Student Activities and Student Center Operations will be posted in the Student Center within 24 hours. Also, the Student Center staff will be responsible for removing all advertisements.
  4. Advertisements can hang for up to 2 weeks or until the occurrence of the event, whichever is first.
  5. There will be separate bulletin boards for different categories of advertisements including:
    • (4) Student club/organization or campus-sponsored events and meetings
    • (2) Housing issues (i.e. roommate wanted, room for rent, etc.)
    • (1) Items for sale or wanted/Help Wanted/Needed
    • (1) Off-Campus events
    • (1) Miscellaneous ads (i.e. LSAT, GMAT, educational trips, etc.)<.li>

These are the only approved posting bulletin boards in the Student Center

  1. Posting is NOT permitted on the exterior of the Rebecca Stafford Student Center or on or around the glass exterior Student Center doors, unless pre-approved by the Office of Student Activities and Student Center Operations.
  2. There will be no posting of alcohol-related events, obscenities, slanderous material, or material containing racist or sexist statements. This would include, but not be limited, to advertisements which show/promote nudity, violence, racism, sexism, etc.
  3. There will be no posting of notices or flyers that support or endorse candidates for political office.
  4. Use of any bulletin board or authorized advertising space in the Rebecca Stafford Student Center does not constitute an endorsement or guarantee of any product, service, or information by the Student Center or Monmouth University.

Residence Hall Posting Policy

All flyers and posters must be brought to the Office of Residential Life, located in Pinewood Hall to be approved and hung in the residence halls. Those flyers will receive a stamp from the Residential Life office and be hung by the RA Staff. Even if a flyer has been approved and stamped by Student Life, it must still be stamped by the Residential Life office for posting in the residence halls. Please do not post flyers on your own in the residence halls.

Posting of Advertisements

In an effort to disseminate information to resident students in a consistent and easy to find format, the following policy related to posting materials in the residence halls was developed. The Posting Policy is designed to improve the aesthetics of our residence halls and decrease the damage to our facilities from improper posting. Your assistance and that of your department or student club/organization is greatly appreciated, and we look forward to everyone working together to maintain a beautiful campus environment. These procedures also reduce the fire hazards associated with flyers and signs that often clutter residence halls. This policy applies to all recognized student groups and all departments at Monmouth University.

Materials from businesses and other community enterprises are prohibited from being in the residence halls and may only be posted in the Rebecca Stafford Student Center.

  1. Public areas (lobbies, hallways, main or corridor entrances, etc.)
    1. All materials will be approved by the Office of Residential Life and stamped accordingly. There should be 36 flyers (one per posting area) or 12 flyers (one per building) provided to the Office of Residential Life. Extra flyers will be recycled.
    2. All materials will be hung by Residential Life staff members in designated areas. Posters should be no larger than 8 ½ x 17 in size.
    3. Any materials that promote the use of alcohol or other drugs or that discriminate on the basis of race, color, creed, ancestry, national origin, nationality, sex (including pregnancy and sexual harassment), affectional or sexual orientation, gender identity or expression, atypical hereditary cellular or blood trait, genetic information, marital status, domestic partnership or civil union status, age, liability for military service, protected veteran status, or status as an individual with a mental or physical disability, including AIDS and HIV-related illnesses or any other protected category under applicable local, state or federal law are strictly prohibited.
    4. Materials shall not be affixed to entrance/exit doors except for two 8 ½ x 11 objects and a memo/dry erase board.
    5. Approval from other offices does not supersede or take place of approval from Residential Life.
    6. Sliding flyers under doors or the mailbox distribution of pamphlets, leaflets or flyers is not permitted.
    7. Flyers/posters should be brought to the office no more than 10 days and no less than 3 days prior to the event.
    8. Materials may not be hung out of windows.
    9. Any material visible to the public may not be inconsistent with established community standards or Monmouth University and the Office of Residential Life.
    10. All postings and flyers must be in compliance with the University Policy on solicitation.
    11. Any material not posted by a Residential Life staff member will be promptly removed and discarded.
    12. Posters/advertisements for events occurring on multiple dates or over the course of the semester, will be removed at the end of each semester.

Requesting a Budget from SGA

The Following are the guidelines currently utilized by the Student Government Association. These guidelines are subject to change and groups and advisors will receive an updated copy when approved.

There is money allotted by the SGA for specific club uses. Any club that does NOT collect dues is eligible for funds if the club has fulfilled all the previously stated guidelines. New or re-activated clubs must be active at least one full semester in order to be eligible for SGA funds. SGA usually begins the budget process (for the following year) towards the end of fall semester. Notices are emailed to club presidents and advisors. A budget proposal is required by a set deadline. The proposals are reviewed by the Budget Committee during the spring semester and funding, for the following academic year, is granted by the end of spring semester. The funding is granted to those clubs who have expressed the greatest need and use for the funds.

Those clubs that do not fulfill all requirements or do not submit proposals by the specified deadline will not receive funding. The submission of a budget proposal DOES NOT guarantee the receipt of a budget allocation.

How to Obtain and Appropriate Use of a University Account

Upon University recognition and SGA funding, the Student Government Association will establish a University account on your behalf. If you do not have an account or funding from SGA and you need an account to place fundraising money into, please see the Office of Student Activities and we will establish and open a University account so club monies can be stored and utilized. The Student Government Association has guidelines that student clubs and organizations must follow in regards to appropriate use of club funds provided through the annual SGA budget allocations. Please see the SGA Budget Use Policy located next in this section.

Budget Uses Policy for SGA Funded Student Groups

Student Funding Overview

Student and club funding comes from a percentage (approximately 20%) of the comprehensive fee all Monmouth students pay every semester. SGA in turn uses this money to fund the Annual Funding of clubs and Specialty Funding which includes (SEF) for students and clubs, sport club funding (SCF) for the University’s club sports and travel funding (TFR) for students and student groups that are not eligible to receive annual funding from SGA. In an effort to help students, clubs and their advisors, the following guidelines highlight how Annual, Specialty Funding (SEF, SCF, TFR) may be used. Students, clubs, and their advisors are encouraged to review the following guidelines before they plan a program or trip off-campus.

Funding Eligibility

  1. Student, club, and organization funding will not be allocated to entities that discriminate on the basis of race, gender, religion, sexual orientation, national origin, disability, age, and/or political persuasion. Annual funding will only be available to student clubs and organizations that do not require its members to pay any kind of fee or dues in order to participate as part of the club, organization or club sport.

Prohibited Expenditures

  1. Activities that primarily benefit non-Monmouth University students.
  2. Enrollment in academic courses, academic requirements, lab fees, academic related travel, or any required in-class activity.
  3. Alcoholic beverages.
  4. The use of annual or Specialty Funding to recognize members in any way, as part of a group/chapter initiation.
  5. The creation of scholarships, grants, or donations using Specialty Funding or annual funding. Money collected (fundraisers) is exempt in this case.
  6. Entertainment that is not open to the entire student body.
  7. Automobile rental other than through approved travel reimbursement.
  8. To purchase finished items that will be resold (fundraisers). Students may use their own money to pay for such items (i.e. goods created for a bake sale).
  9. Use of student funding to upgrade/modify/renovate a campus space/facility/office.
  10. Utilizing student funds to issue cash prizes.
  11. Annual and Specialty Funding funds used to benefit former students.
  12. Monmouth University does not reimburse students or clubs the cost of tax related to purchases or expenditures.
  13. Any donations made on behalf of the club originating from SGA funding is prohibited. Donations derived from fundraising activities are allowed.

Funding Polices

  1. Any donations made on behalf of the club originating from SGA funding is prohibited. Donations derived from fundraising activities are allowed.
  1. The use of annual and Specialty Funding begins on the first day of fall classes and ends on the last day of spring classes. Students and clubs should not attempt to pay for or schedule programs, trips or activities that take place outside that timeframe.
  2. There is no carryover of funds from one academic year to another. This policy means that any funding allocated by SGA that goes unused by the end of the academic year will be returned back to SGA.
  3. Students and clubs must use Gourmet Dining Services when they plan to serve food at an on-campus event. Any exception to this rule must receive prior approval from the Director of Gourmet Dining Services.
  4. Students, clubs and organizations are limited to purchasing meals/food on-campus no more than 3 times per semester.
  5. Students and club members will be reimbursed up to $37.50 per day (Breakfast no more than $7.50, Lunch/Brunch no more than $10.00, and Dinner no more than $20.00) per person on food/meals for off-campus travel to a conference or competition. Students and advisors must submit an itemized receipt(s) from the business in order to be reimbursed within two weeks following the off-campus travel. Meal/food expenses that are above the limits noted are the responsibility of the student(s) or advisor(s). Failure to do so will result in the denial of a reimbursement.
  6. The purchase of bulk clothing (i.e. t-shirts) is permitted to promote an event or the group. Students, clubs and organizations are permitted to use Specialty and annual funding to purchase awards, plaques or certificates within reason.
  7. Bulk clothing cannot be personalized; meaning the bulk clothing has to be purchased in order to be passed down and usable by other club members or the University community. Students and clubs must collect two or more quotes from different vendors before the Office of Student Activities (OSA) will consider processing an order.
  8. Clubs/students should limit per item t-shirt costs to $10.00 per item and outerwear costs to $30.00 (long sleeve shirt, jackets, sweatpants, sweatshirts, etc.). Students/clubs/advisors will be responsible for any cost that exceeds the per item threshold previously noted. Students/clubs are discouraged from (may also be prohibited) attempting to purchase clothing items during the last month of the spring semester by OSA and/or SGA.
  9. Students, clubs, and organizations may not use SGA funding to purchase tickets or gain admission to events or other activities off campus, such as: amusement parks, concerts, golf outings, movies, sporting events, for their personal use or pleasure. If the event is promoted to the entire Monmouth University community, clubs and organizations may use annual funds to purchase tickets or gain admission.
  10. The use of student funding for off-campus travel must directly relate to the mission/purpose of the group (i.e. attending a local, regional, or national conference/competition).
  11. The use of Specialty Funding and annual funding for off-campus travel must have a definable purpose and directly relate to the mission of the group (such as attending a local, regional, or national conference/competition).
  12. Any leftover Specialty Funding or annual funding from a club or organization will return to the reserve account at the end of an academic year.
  13. Student and or Clubs and organizations must adhere to all funding procedures and guidelines set by the Office of Student Activities.
  1. Polices Applicable to Annual Funding Only
  1. Clubs that receive annual funding may not contribute more than $3,000 from their annual budget to support wages for federal work study/student help. The Office of Student Activities must approve all federal work student and student help requests for clubs/groups.
  2. Clubs and organizations may not use SGA funding to pay any dues or membership fees, nor may they require students/members to pay such fees, and still be eligible to apply for an annual budget.
  3. Clubs and organizations who are a part of larger established national organizations may use SGA funding to pay for an annual chapter due for the group as a whole; use of funding for individual membership dues is prohibited.
  1. Polices Applicable to Specialty Funding (SEF, SCF, TFR) Only
  1. Clubs that receive an annual budget are not eligible to apply for Specialty Funding, which includes Special Event Funding (SEF), Sports Club Funding (SCF), and Travel Funding Request (TFR). Clubs without an annual budget can apply for any form of Specialty Funding once per semester within the course of an academic year.
  2. SGA will allocate up to $3000 for Specialty Funding per request with a cap amount of $6,000 total for one academic year. This means SGA will only review requests that do not exceed the amounts noted.
  3. Expenses above the allocated amount are the responsibility of the student/club/organization.
  4. Students and clubs should not attempt to pay for or schedule programs, trips or activities that take place outside that timeframe.
  5. Students and clubs should use any Specialty Funding received within the same semester as requested. If groups intend to use Specialty Funding to make purchases for a different semester from which it is requested, it will require prior approval from SGA and be indicated on the funding request.
  1. Policies Applicable to Only Special Event Funding (SEF)
  1. The use of SEF funding is limited to students and groups that intend to hold a one-time only on-campus program/event.
  2. SGA will allocate individual Special Event Funding (SEF) in amounts not to exceed $3,000 for a specific event or program on campus.
  3. SGA will not accept SEF applications less than 30 days before the intended program or purchase.
  1. Policies Applicable to Only Sports Club Funding (SCF) Only
  1. Monmouth University sports clubs may apply for SCF funding up to (1) one time per semester in an amount not to exceed $3,000 per request.
  2. Sport Club Funding (SCF) is permissible for the following expenses: (1) cost of renting a bus/van, (2) competition registration fees, (3) practice facility rental fee, (4) hotels, (5) cost of food (pursuant to policy A subsections d and e of Funding Policies above) and (6) non-personal team equipment (i.e. balls and goals).
  3. SGA will not accept SCF applications less than 30 days before the intended program or purchase.
  1. Policies Applicable to only Travel Funding Request (TFR) only
  1. Travel Funding Request (TFR) is for events/trips that take place off-campus. TFR is matching grant program that requires applicants to show proof of funds raised toward an intended trip. TFR awards are limited to $3,000 per request.
  2. The Office of Student Activities must approve all trips no less than 45 days before the intended trip. Failure to comply with this requirement will result in a voided request for travel.

Recommendations

  1. Students and clubs must use their Specialty and annual funding in a responsible and cost-efficient manner.
  2. Clubs should actively work with their advisor to process payments and reimbursements in a timely manner.
  3. All on-campus events and off-campus trips hosted by students and clubs MUST get prior approval from the Office of Student Activities and Student Center Operations.
  4. If any student and club or their advisor(s) has a question regarding the way it intends to use any funding it has received from SGA, they should speak to the SGA Budget Committee before it commits any funding to the proposed activity.
  5. Failure to follow these guidelines may impact a student and club’s ability to apply for SGA funding in the future.
  6. SGA reserves the right to review student/club expenses when a concern regarding annual or Specialty Funding arises or is brought to the attention of the SGA Director of Specialty Funding.

Depositing Money into Your University Account

Groups should never leave cash or checks lying around. If you have income from fundraisers, event ticket sales or other forms of income; deposit the money into your University account within 48 hours at the Cashiers Office located in the Great Hall. Deposit forms are available in the Office of Student Activities and Student Center Operations.

If money is owed to a member of your group for purchases, it SHOULD NEVER come directly out of the income from your event or fundraiser. All monies should be deposited into your group account and a re-imbursement should be requested for any expenses owed to a member of your group. This is to best monitor and track appropriate usage of your student club funds.

Special Event Funding + Club Sport Funding (By SGA)

University recognized individuals and groups are eligible to apply for Special Event Funding and Club Sport Funding. Requests must be submitted at least 45 days prior to the event in order to receive consideration. Forms are available through the SGA secretary on the 2nd floor of the Rebecca Stafford Student Center. Anything that requires travel should be in at least 45 days in advance so travel arrangements and hotel reservations can be made in a timely fashion.

The Student Government Association each year sets aside a small amount of money that is used for Special Event Funding. Funding for special events is a one-time allocation that must be applied for in writing to SGA and if granted, used for only one event. Clubs may not use such funding as an annual budget and must be in good standing with SGA.

Co-sponsorship Funds

The Office of Student Activities and Student Center Operations has a limited amount of funding available to co-sponsor activities with student clubs and organizations. Any registered student club or organization may apply for co-sponsorship funding for events they are planning to host on-campus and open to the campus community. There are four co-sponsorship programs for which groups can apply. Only one can be used for each event.

Due to budget constraints, the office may not be able to fund every program, and it is suggested that applications be made at least four weeks before the event is to take place.

For more information on any of the following programs, please contact the Office of Student Activities at 732-571-3586.

The co-sponsorship program grants are all found under applications on the Student Activities MyMU portal page; these grants are the following:

General Co-sponsorship Fund Request

Groups may receive up to 20% of the total estimated expenses for the event if held Sunday through Thursday. Events held on Friday or Saturday are eligible for up to 30% of the total estimate expenses. Additional information can be found on the “Co-sponsorship Guidelines for Student Organizations” that comes with the application.

Beyond the Classroom Student Organization Grants

To encourage our student clubs and organizations to work with academic departments and faculty members outside of the classroom, the office is offering the Beyond the Classroom Grant program. Student groups can apply for $250 or $400 in funding to co-sponsor with an academic department for an outside-the-classroom experience a/or activity that is open to the campus community. The student group is expected to be in attendance for the program and assist the department in any way need. Additional information will be given with the application.

Weekend Warrior Grant Program

The office also has a Weekend Warrior Grant program to enhance fun weekend opportunities for the campus community. This grant is to provide financial assistance to recognized clubs or organizations that want to plan events on Friday evening or on Saturday. Preference for financing will be given to those proposals that are collaborative efforts/co-sponsored events between recognized student organizations.

Inclusion Grant Program

The inclusion grant is for organizations looking to have an event that is centered around but not limited to: multicultural topics, diversity, awareness, LGBTQ, social justice, gender studies, and much more. This grant is available in two different amounts depending on if the program will be on a weekend or week day. The Office of Student Activities supports these events and wanted to offer additional funding to groups that wanted to have programming centered on inclusion and be able to provide more specific resources to assist the group and the event to succeed.