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Student Activities

What to Do if the Club Wants to Do an Activity Working with Minors

If you, or your club will be working or volunteering with minors either on campus or off campus, please complete the online Working with Minors Training in advance of your  program or event. You may contact the Director of Student Activities and Student Center Operations to obtain the link to the online training program.

Regulations about Contracting Performers

If the University funded organization is planning on hiring an entertainer (i.e. band, speaker, DJ, etc.), the organization’s advisor or the Office of Student Activities and Student Center Operations must call to request a contract on behalf of the club or organization.

Students are not authorized to request a contract or commit a Monmouth University club or organization to a contract; if this occurs, the student or the student organization assumes all responsibility for payment and liability. The Office of the General Counsel must review all contracts and changes must be made as requested. Only the Vice-President for Student Life and Leadership Engagement may sign the contract. The Office of the General Counsel may also require that the outside vendor provide a certificate of insurance evidencing insurance coverage which lists Monmouth University, its trustees, officers, directors, employees, agents and student as additional insureds.

If you need assistance identifying performers, calling agents or have any other questions about booking acts, please contact the Office of Student Activities and Student Center Operations located on the 2nd Floor of the Rebecca Stafford Student Center. We would be glad to provide assistance.

Pollak Theatre Guidelines

Pollak Theatre is a multi-purpose theatre that is used by many departments of the University. In order to keep the theatre functioning properly all student groups must follow these basic guidelines for use. All groups using the theatre will be held accountable for any damage or improper use of the facility or equipment. In order to avoid any complications, student organizations must be sure to know and complete the following:

  1. Reserve a date through a meeting with the Director of Student Activities and Student Center Operations. The activity must be approved through the Office of Student Activities and Student Center Operations. Please be aware that you must have a faculty/staff advisor present for the event at all times and have that advisor confirmed at the time of the meeting with the director. Please remember to reserve set up time if necessary. If you need a dressing room, you must also reserve the VIP room or 135, and/or 139 for your event.
  2. A $100 deposit is required for use of the facility. This deposit will be returned to the organization as long as the theatre is left in good order (no damages, clean, etc.) Please realize that damages may result in additional charges to your organization.
  3. Once the date/event has been approved, make arrangements with Media Operations to provide sound support services (if you need microphones, to play music, etc.) and lighting support. The organization may be required to pay for a trained user for the system. This should be done at least four (4) weeks in advance of the event. The lighting/sound booth will not be opened without a trained operator present. Food and drinks must never be in the lighting/sound booth at Pollak.
  4. Contact Facilities Management if you need any “extras” (i.e. tables, folding chairs, podium, etc.). This should be done at least three weeks in advance via an online service request. Depending on your needs, you may be charged for this service.
  5. Be prepared to pay for a custodian and a police officer(s). The Office of Student Activities and Student Center Operations arranges for these services.
  6. Your organization is responsible for assuring that NO FOOD OR DRINK ENTERS THE THEATRE. Food and drink are not allowed in the theatre.
  7. No entrances may be blocked by tables, chairs, etc. Fire regulations require that all doors must be able to open completely and not be blocked by anything, to allow people to leave in case of an emergency. All entrances around the perimeter of the theatre must be unlocked for safety purposes. All fire equipment must be completely accessible with nothing blocking access to the equipment.
  8. No tables or chairs should be placed in the Gallery area. The Gallery area is the hallway behind Pollak Theatre that extends from the fire doors off the front lobby to classroom 135. Your group may be required to pay for a monitor for the Gallery area during the event.
  9. Moving of the Steinway concert grand piano by the organization IS NOT PERMITTED. Only the proper facilities management personnel may move the piano. Permission to use or move the piano must be obtained from the Center for the Arts. Since there is an application procedure for this, it is recommended that you seek permission at least four weeks in advance. The Center for the Arts will notify you and the Office of Student Activities if permission is granted. The Steinway is situated behind the curtain stage left under a black covering. Items – such as boxes, food or beverages — should not be placed on top of the Steinway. Any damages caused by improper treatment of the Steinway grand piano would be charged to the organization. The Steinway cover and padding must be put back on the piano after its use (padding goes over the cover).

Public Viewings of Movies & Videos / Copyright Law

If your organization is intending to show a video for a social event, meeting or other purpose, please be advised that it is required by Copyright Laws that your group purchases the licensing for the film. It is a violation of the law to pick up, order, or download the movie from any video rental distributor regardless of whether or not you charge a fee. Neither the rental nor purchase of a DVD carries with it the right to show that movie outside of a home. Obtaining a public performance license is relatively simple, but does come with a fee. For assistance with acquiring the appropriate licensing, please stop by the Office of Student Activities and Student Center Operations.

Use of University Logos and Name

The University has visual identity and publications guidelines for using University logos and other related items in publications, brochures, website, print advertising, banners and posters, signage, attire, etc. Student organizations are required to follow all aspects of the Visual Identity Guidelines. Student organizations must adhere to the design and color specifications contained in the guidelines when using any of the University logos. The University logo cannot be changed, altered, distorted, or have any other object intersect with it. All other objects must contain an area of isolation away from the border of the University logo. For specific area of isolation requirements for your design, please the Office of Student Activities. When selling a product with a Monmouth University logo the product must be purchased from a licensed vendor. For assistance with using any University logos or questions concerning the visual identity guidelines, please contact the Office of Student Activities and Student Center Operations.

Political Campaign Advertising & Campaign Related Activities

  1. Public Forum on Campus (Campaign Related)

    If a public forum is to be held on campus, the following procedures must be followed:

    1. All candidates officially on the ballot for the particular political office must be invited and given equal access and opportunity to participate.
    2. Before the start of any forum, an explicit statement must be made as the part of the introduction of the speakers that the University does not support or oppose any particular candidate.
    3. All political fundraising at the event is strictly prohibited.
    4. The University must make reasonable efforts to ensure that the appearances constitute speeches, question-and-answer sessions, or similar communications in an academic setting and are not conducted as campaign rallies or events.
    5. The University or its employees speaking on behalf of the University must not indicate views on the issues being discussed, comment on candidate’s responses, or in any way indicate bias, for or against a particular candidate, party or position. Employees making comments or indicating views shall clearly indicate that they are speaking on their own behalf and not as a representative of the University. Faculty and students shall not be precluded from expressing views on the issues as part of a classroom discussion or other educational exercises.
    6. The candidates must be told that the University will provide no financial assistance. The candidates must cover their own expenses.
    7. If all candidates appear to speak, the candidates may distribute their campaign literature. If all candidates do not appear to speak, distribution of campaign literature will not be permitted.
  2. Campaign Event on Campus

    If a Campaign Event is to be held on campus, the following procedures must be followed:

    1. A letter must be sent to every candidate inviting each to participate.
    2. The candidates must be told that the University will not provide financial assistance. The candidates must cover their own expenses and comply with all applicable federal and state political campaign requirements.
    3. All higher level University employees are prohibited from attending/ participating in any campaign-related event in their official capacity.
    4. All University endorsements of candidates by the University and its employees are strictly prohibited.
    5. All fundraising events or activities to solicit funds for or on behalf of any candidate or political party are strictly prohibited.
  3. Voter Registration

    If voter registration activities are to be held on campus, the following procedures must be followed:

    1. The activities must not be intended to target voters of a particular candidate or party or to help particular candidates.
    2. The University must not promote voting in any particular fashion with respect to any issues may be placed before the voters.
    3. All voter registration forms must be widely available to students.
  4. Political Advertising For Student Employment

    If a party or candidate contacts the University in order to post job employment opportunities regarding the political process for students, the following procedures must be followed:

    1. The candidates must comply with all requirements set forth by the Election Law Enforcement Commission (ELEC) and N.J.S.A. § 19:44A-1 et seq., including putting their names and business or residence addresses on every posting.
    2. The posting must state whether the student will be volunteering or compensated for his/her time.
    3. The posting must state which campaign the student will be working for.
    4. All postings must be strictly for employment and/or volunteer opportunities. Campaign posters are strictly prohibited.
    5. All postings must contain contact information of the candidate and/or party.
    6. All postings must contain the following statement: “Monmouth University does not endorse or oppose any particular political party or candidate for political office.” The type size must be of a size approved by the University.

The Student Activities Office will work with External Affairs to ensure that all parties with candidates are represented.

Guidelines for Campus Demonstrations, Disruptions and Gatherings

As a private, comprehensive, teaching-oriented institution of higher learning, committed to service in the public interest, lifelong learning, and the enhancement of the quality of life, Monmouth University recognizes the importance and encourages the free interchange of ideas and the expression of disparate points of view. At the same time, the University expects such expression to be carried out responsibly and peacefully, without infringing the rights of others, and in accordance with University policies and procedures, as well as local, state, and federal laws.

In order to promote the free expression of all views, the campus is open to any speaker whom students or members of the faculty have invited and for whom official arrangements to speak have been made with the University. The right of free speech in a university also includes the right to acts of peaceful dissent, protests in peaceable assembly, and orderly speech activities which include picketing and the distribution of leaflets (individually referred to as “Speech Activity” and collectively referred to as “Speech Activities”). Speech Activities are permitted on the campus, subject to approval as to schedule, location and cost, unless, or until, they disrupt regular and essential operations of the University or significantly infringe on the rights of others, particularly the right to listen to a speech or lecture.

All individuals and groups planning to engage in Speech Activities should seek approval from the Office of Student Life.  The purpose of this policy is to provide guidance with respect to Speech Activities occurring on University property and the contiguous area.

The University reserves the right to limit the time, place, and manner of the Speech Activities and requires that such speech occur in an orderly fashion and with the identification of the sponsoring individual(s) or group(s) and so as to avoid:

  1. Interference with the University’s mission, functions, or activities;
  2. Interference with another event by hindering audience view or opportunity to hear the event;
  3. Interference with the free flow of traffic to, from, and within the University campus;
  4. Endangerment to the health, safety, or well-being of others; or
  5. Damage to or destruction of University property or the property of others.

Outside individuals or groups who wish to participate in a Speech Activity should contact the Monmouth University Police Department, who will work with the Office of Student Life to determine whether approval for the proposed activity shall be granted, and if approved, to arrange a location, date and time. . The University reserves the right to limit the location and size of the activity area to that which is suitable under the circumstances, including but not limited to expected attendance.

All participants must comply with the directions of University officials or law enforcement officers acting in performance of their duties.
When Speech Activities impinge on the rights and freedoms of others, the University will take action under this policy to address this behavior. The University reserves the right to terminate any Speech Activities under this policy and remove from the location those individuals or groups who violate any of the provisions of this policy.

Please refer to the portal to obtain a copy of the entire Policy on Campus Demonstrations, Disruptions and Gatherings.

Food Contracts

In rare cases, student clubs might be given permission to bring in food from an off campus vendor. These would be cases where the food is for a cultural or religious holiday/reason. In these cases GOURMET DINING may allow that group to bring in food for that one specific occasion. The club MUST then have a Food Contract completed.

Steps To Take To Get a Food Contract

  1. Start at least 2 months before the intended event!
  2. Set up a meeting with the Office of Student Activities. You can do so through emailing Tashir Hampton thampton@monmouth.edu and cc kdabney@monmouth.edu, at the front office, or by phone 732-571-3586.
  3. After your meeting, once approved move forward by emailing Elizabeth Ross, the Resident District Manager of GOURMET DINING, to ask for permission to use an outside food vendor for cultural or religious reasons. Her email is eross@gourmetdiningllc.com.
    ** Move forward with the following plans  ONLY if you get her approval IN A WRITTEN EMAIL. **
  4. Forward Ms. Ross’ email approval to thampton@monmouth.edu and kdabney@monmouth.edu. It needs to be attached to your contract.
  5. Choose a restaurant. Meet with the manager. Let them know that you are a club at Monmouth University and that you want to purchase food from them WITH A UNIVERSITY CHECK. Let them know that in order to do this Monmouth has to enter into a simple contract with them. **Make sure they are OK with this ahead of time. If they have questions, they can contact the Office of Student Activities.
  6. What YOU need to get from them so we can process a contract. (They can give any documents/sensitive information directly to our office directly if they are more comfortable).
    1. RESTAURANT INFORMATION
      • Restaurant Name
      • Phone Number
      • Address
      • Town
      • Zip Code
      • Fed ID #
      • Contact
      • Title
        Will (s)he sign the contract? If not, provide the name & title of person who will sign the contract
      • Fax Number
      • Email
    2. EVENT DETAILS
      • Date of the event
      • Time of event: – Start Time & End Time
      • Place
    3. YOUR ORDER INFORMATION
      • What are you ordering? List each Item being ordered, along with the Amount (i.e. 1 tray, 1 quart, etc) and the Price
      • Indicate whether or not there an extra charge for delivery. If so, provide the cost. And indicate whether or not you picking up the food yourself?
      • Indicate the time and date of the food delivery or pick-up.
    4. DOCUMENTS – You NEED to get a copy of these documents from the business so we can attach them to the contract.
      • NJ Business Registration. Some businesses are not certain what this is.
      • Latest Sanitary Inspection Report. This is usually hanging on their wall. Businesses get a new report every 12 months.
      • Finally the contract and W9 that we send them we need back at least 3 WEEKS BEFORE the event!

Food Trucks

Steps To Take To Bring a Food Truck on to Campus

  1. Start at least 3 months before the intended event!
  2. Set up a meeting to discuss the event in which a food truck will be brought to campus.
    1. Reach out to the Assistant Director of Student Activities, Tashir Hampton (thampton@monmouth.edu) and CC Kathy Dabney (kdabney@monmouth.edu)
  3. After your meeting, once approved, email Elizabeth Ross, the Director of Gourmet Dining to request permission to bring Food Truck to campus. Her email is eross@gourmetdiningllc.com.
    1. Forward Ms. Ross’ decision email to both Tashir and Kathy (this email must be included with final contract)
    2. Move forward, only if given approval from Elizabeth Ross
  4. There are two ways to bring a food truck: If you are paying for their services OR if you are inviting them to campus for fundraising purposes – this will be discussed in meeting with Assistant Director.
  5. Talk with Food Truck owner
    1. Let owner know you are a club at Monmouth University and that you would like to bring their food truck to campus. A simple contract will be sent by the Office of Student Activities for them to review and sign. Afterward, the Vice President of Student Life will review and sign a final copy. A copy of this will be sent back for their records.
      1. Please discuss this prior – this conversation determines whether or not the food truck will be charging you the club for their services OR if the truck will be on campus selling their food items to students and giving your club a percentage of the sales.
    2. If the club is paying for the Food Truck services on campus, you must pay with a University Check. Let them know this check will then be given to them the day of services, unless noted otherwise in final contract.
  6. The following is needed from the vendor:
    1. Vendor contact West Long Branch Fire Bureau to fill out a permit.
    2. Vendor contact/email our Fire Marshal at cshirley@westlongbranch.org.
    3. Provide a Certificate of Insurance with proof of Work Comp, Commercial Auto (truck/trailer), and General Liability insurance. Monmouth University should be listed as the certificate holder. We also require that the certificate names Monmouth University, along with its trustees, officers, directors, agents, employees and students as additional insured in regards to the GL policy.
  7. What you, the sponsoring club, needs to get from the vendor so that a contract can be made
    1. Vendor Information
      • Vendor Name
      • Phone Number
      • Address
      • Town
      • Zip Code
      • Fed Id #
      • Name and Title of Person Signing Contract
      • Email Address
      • Fax Number
    2. Event Details
      • Name of the Event
      • Date of the Event
      • Time of the Event
      • Location
      • Name of Person With Whom You Discussed the Event and Gave Approval
    3. If your club is paying for specific items from the food truck in advance fill out this area only (this must be agreed upon with Vendor)
    4. Documents that must be handed in with this page
      1. NJ Business Registration
      2. Current Sanitary Inspection Certificate (Must be up to date and Satisfactory or will not be accepted
      3. Proof of Workers Comp
      4. Commercial Auto Insurance (truck/trailer)

I Dream of … a Great Advisor … And Tips to Maintain a Good Relationship

  • Sit down and discuss the role of the advisor in the organization with everyone. Every student leader will have a different level of support from the advisor. It is vital to the strength of the advisor/organization relationship that you establish this level of involvement as early as possible. No involvement by the advisor is NOT an option, but having a “behind the scenes” approach is very acceptable. Remember that you need them; it’s better to have them in your corner earlier than later. Always keep the advisor informed of meetings and activities, and be honest.
  • Invite them to all of your meetings. Try to set meeting times that are good for your organization members and advisor. Host the meetings at a decent hour and in an accessible location. Late evenings are often hard for advisors who have to go home and come back to campus. If this is not possible, ask that your advisor come to a meeting once a month. This is the best way to guarantee a high level of commitment by your advisor. By participating in the meetings, the advisor will know all the background information and can provide valuable insight early in the process.
  • Schedule weekly, one-on-one meetings with your advisor. This will provide valuable mentoring time, as well as an opportunity to work out logistics and policy issues before heading off to an organizational meeting. This is a great time to establish the agenda for the next meeting and discuss any personnel or financial issues the organization may be dealing with. This weekly meeting will help keep you organized and will help the advisor to feel that they know what is going on with the organization. This meeting may include other officers too.
  • Sit down with your advisor and talk about proposed activities. Let them know what they can help you with. Don’t wait until the last minute before going to talk with your advisor. If you are hosting an event, you must have an advisor present for the entire event. Please make sure your advisor will be available before you commit to an event.
  • It may seem obvious, but make sure to remind your advisor to be at all your events. Since many advisors have families, invite the families as well. Having your advisor at an event is not only required, but can be beneficial in case an issue arises, whether with the venue or the artist. Your advisor will be better apt to handle such crises and it will take the pressure off of you. It is also nice to have your advisor see firsthand how all of the hard work has paid off.
  • In addition to providing copies of your organization agendas and minutes to your members, make sure that you route one to your advisor. This will allow for your advisor to keep a complete file of information on the club. It will also provide a great reference tool for issues that may arise down the road. At the very least, it is one more person who knows what went on in case organization files are lost during leadership transitions. Do things in a timely manner; don’t expect your advisor to be able to drop everything to help you with a last minute request. Don’t ask the advisor to do work that you should do for yourself.
  • Involve your advisor in rewrites of your organizational constitution or charter. This will make your advisor a very valuable resource down the road. Knowing where the organization started and where it is headed will provide legitimacy to how the organization operates. Encourage advisors to attend advisor roundtables, workshops, and other leadership opportunities with you and the members of your group.
  • Since your advisor has played a larger role in the organization and a working relationship exists between the leaders of the organization and the advisor, it is important to include your advisor in the selection/election process of new leaders. Your advisor will provide an objective viewpoint when it comes to putting the most qualified people into leadership roles. Use it!
  • Do fun stuff with your advisor. Go to conferences, go out for dinner, invite them to your recitals or athletic matches and go shopping for prizes and supplies together. Include your advisor in the fun and games that make being part of the organization worth it. Keep in mind that your advisor volunteered for this position because they wanted to help you.
  • Recognize your advisor. Advisors do not get paid extra for their work with your organization, though for some, it is part of their job description. You need to make sure you let them know that you value their involvement. Present them with an award at the end of the school year. Make sure that you order them the latest organization T-shirt. Write an article in the school paper about how great your advisor is. Write a letter to their supervisor letting them know about the important role this person plays in the success of your organization (make sure to send one to your advisor as well). Send them a card on Bosses Day or just a quick note to say thanks for all they do. Advisors do not get paid for their time. Keeping them informed and saying “thank you” for their help goes a long way in keeping a good advisor for your organization. The littlest things mean the world to your advisor. Most of them do the job because of you. Remember that.