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Student Activities

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)

Student Organization Travel Checklist

If your organization will be utilizing your SGA granted budget, fundraised money in a University account, or received special Travel Funding from SGA for a travel program, please review the following Travel Checklist. Review the “Information for All” section, and then review the section(s) that pertains to the type of trip you are planning. Please note, there is also a section on advisor responsibilities when assisting a group with a trip.

CLUB INFORMATION
Today’s Date: ______________________________________
Club Name: ________________________________________
Club President:______________________
Contact Phone Number: ______________________________
Advisor: _________________________
Destination: ________________________________________
Date(s) of Travel: ____________________

INFORMATION FOR ALL

⬜ If your trip is out of the country, please realize that additional documentation will be needed such as enrollment in travel accident insurance and travel ID cards.

⬜ First, obtain approval for your travel from the Office of Student Activities and Student Center Operations. It is recommended that this be done a minimum of 45 days prior to the planned date of travel.

⬜ The Office of Student Activities and Student Center Operations will inform you if an Assumption of Risk form is required for each attendee. Either The Office of Student Activities and Student Center Operations or the Advisor must retain the Assumption of Risk Form for seven years from the date of the activity. (Originals are not required to be retained as long as Advisor retains a scanned pdf signed copy in a permanent shared drive or other document retention database.)

⬜ Determine your mode of transportation. It is preferred that groups utilize public transportation or a rented bus/vehicle with a professional driver. In the absence of a professional driver, the club/organization advisor must be approved by the Office of Compliance to drive the rented vehicle. The advisor must provide a copy of their driver’s license to the Director of Compliance/Risk Manager mwunsch@monmouth.edu and a Motor Vehicle Record must be conducted before the advisor is allowed to drive. It is recommended that this be done several weeks in advance.

⬜ The registration of attendees/payments for the trip must be done through the advisor, departmental office or the Office of Student Activities and Student Center Operations unless otherwise approved by the Office of Student Activities. For timely processing, it is recommended this occurs a minimum of 45 days prior to trip for conferences/competitions and at least 30 days for other trips.

⬜ For each participant, their registration must include:

  • Name and student ID number of the person attending.
  • Local phone number and/or cell phone number.
  • An emergency contact name and phone number to notify in the event something happened to the person attending the trip.
  • If a guest is allowed, their registration must include their name, who they are the guest of, cell phone number and emergency contact name and phone number to notify in the event something happened to the person attending the trip.

⬜ Each participant must receive a copy of an itinerary for the trip at the time of sign up.

  • This information must include date(s) of the trip, what the destination is and if there will be any additional stops, time leaving Monmouth University, approximate time of leaving destination to return to Monmouth University, mode of transportation, hotel name/address/phone number (if applicable), and notification of any nonrefundable deposits and fees if the trip is cancelled.

⬜ The emergency contact information must be typed in alphabetical order along with the travel itinerary (the format will be provided by the Office of Student Activities and Student Center Operations) and submitted to the Office of Student Activities and Student Center Operations activities@monmouth.edu, Monmouth University Police Department at wmcelrat@monmouth.edu and dvolpe@monmouth.edu, Office of Compliance mwunsch@monmouth.edu. This must be completed and any updates must be submitted before the trip embarks.

⬜ Additional requirements are based on the nature of the trip and will be discussed at your meeting with the Office of Student Activities and Student Center Operations.

APPROVED CONFERENCES OR NON-SPORT COMPETITIONS (such as debate tournaments, Model UN, etc.)

⬜ The registration of attendees/payments for the trip must be done through the advisor, departmental office or the Office of Student Activities and Student Center Operations unless otherwise approved by the Office of Student Activities. For timely processing, it is recommended this occurs a minimum of 45 days prior to trip for conferences/competitions and at least 30 days for other trips.

⬜ Payment for hotels and/or airfare should be discussed with the Office of Student Activities and Student Center Operations at your initial meeting.

⬜ The responsible entity for registering attendees must collect the assumption of risk forms, payments, maintain accurate records of those payments, deposit those funds into the organization’s account, and provide attendees with a trip itinerary.

⬜ The University and Student Government Association limits the reimbursement for food during conferences/trips. Please ask the Office of Student Activities and Student Center Operations about current limitations for conference needs. No alcohol may be purchased. Only original itemized receipts will be reimbursed if meal reimbursements are approved.

APPROVED TRIPS with simple modes of transportation such as bus, van, public transportation, to museums, amusement parks, plays, and other non-conference activities

⬜ The responsible parties for the trip are to check to make sure that the attendee is leaving and returning as planned (e.g., on the bus/van). If the person is not leaving and returning as planned (e.g., on the bus/van), this should be noted in writing and the student must have a signed Assumption of Risk Form on file for the trip.

⬜ Trips must have at least one (1) advisor per bus or van (unless permission is granted from the Office of the Vice President for Student Life and Leadership Engagement or his/her designee). Additional advisors may be required based on the nature of the trip and number of attendees. The number of advisors required will be determined by the Office of the Vice President for Student Life and Leadership Engagement or his/her designee.

⬜ Students may take one (1) guest per trip unless the organization, Student Government Association, or the Office of Student Activities and Student Center Operations limits the trip to Monmouth University students only. The student is responsible for his or her guest. Guests must provide all of the information needed for registration and sign any applicable waiver/release and Assumption of Risk Form. Guests will not receive the student discount.

INFORMATION FOR STUDENTS DRIVING THEMSELVES WITH PERMISSION

⬜ An Assumption of Risk Form shall be signed by all students and guests when non-professional drivers are utilized.

⬜ Students should never be required to take another student in their vehicle. Students who voluntarily take another student in their own vehicle or who is a passenger in another vehicle must sign an Assumption of Risk Form understanding they are transporting voluntarily and at their own risk. Students must be advised that Monmouth University does not provide insurance coverage and if there is a loss or damage, the driver’s insurance would cover the loss.

IN CASES WHERE A CAR OR VAN IS RENTED FOR ALL

⬜ When the advisor is driving the rented vehicle, the advisor must provide a copy of their driver’s license to the Director of Compliance/Risk Manager mwunsch@monmouth.edu and a Motor Vehicle Record must be conducted before the advisor is allowed to drive. It is recommended that this be done several weeks in advance.

⬜ Monmouth University has a rental agreement with Enterprise Rent-A-Car offering discounted pricing, unlimited miles, full collision coverage, liability coverage, free pick-up/delivery service. If Enterprise Rent-A-Car is unavailable due to the date(s) of your trip or unavailability of vehicle(s) needed, you may choose a different company but you must first seek approval from the Office of Student Activities and Student Center Operations. If Enterprise Rent-A-Car is not used, insurance offered by the rental car company must be purchased and the vehicle rental agreement must be reviewed by the Office of General Counsel and the Director of Compliance and Risk Management. The vehicle rental agreement must be signed by the Vice President for Student Life and Leadership Engagement.

⬜ An Assumption of Risk Form shall be signed by all passengers when non-professional drivers are utilized, including when an Advisor is driving a rented vehicle.

⬜ The rental costs associated with the rental must be paid for by the student organization.

ADVISOR’S RESPONSIBILITIES ON THE TRIP INCLUDE

⬜ Assisting the student organization in acquiring the proper transportation, if necessary.

⬜ Confirming and verifying that the student responsible for coordinating the trip has made proper arrangements for payment with the destination and bus/van/car rental companies.

⬜ Assuring that Monmouth University’s Assumption of Risk Forms have been completed and turned into the Office of Student Activities and Student Center Operations (if applicable). Either The Office of Student Activities and Student Center Operations or the Advisor must retain the Assumption of Risk Form for seven years from the date of the activity. (Originals are not required to be retained as long as Advisor retains a scanned pdf signed copy in a permanent shared drive or other document retention database.)

⬜ Sending a copy of the trip roster of attendees, emergency contact information and a trip itinerary to the Monmouth University Police Department dvolpe@monmouth.edu and wmcelrat@monmouth.edu and the Office Student Activities and Student Center Operations at activities@monmouth.edu and Office of Compliance mwunsch@monmouth.edu and assuring that the copy has been sent.

⬜ Assuring that the student in charge has verified that all people are on the bus/van/car before leaving Monmouth University and that everyone has gotten back on the bus/van/car to return at the appropriate time, unless otherwise noted.

⬜ Acting as a Monmouth University representative and liaison between the student organization, destination, rental company and Monmouth University if a problem arises on the trip.

⬜ Handling emergency situations should they arise.

⬜ Keeping the phone number of rental company, Office of Student Activities and Student Center Operations (732) 571-3586, and the Monmouth University Police Department (732) 571-4444 as a reference in case of problems on the trip.

⬜ If there are any changes to the trip prior to departure, sending an email with an updated list of attendees and any other changes to the trip to the Office of Student Activities and Student Center Operations activities@monmouth.edu, Monmouth University Police Department at wmcelrat@monmouth.edu and dvolpe@monmouth.edu and Office of Compliance mwunsch@monmouth.edu.

⬜ Any Clery reportable crime/incident that occurs must be reported to the Monmouth University Police Department (732) 571-4444, fax (732) 263-5157 or dvolpe@monmouth.edu and wmcelrat@monmouth.edu and Monmouth University’s Clery Compliance Officer, Amy Arlequin, at aarlequi@monmouth.edu or (732) 571-7577.

⬜ Any conduct in violation of Title IX and/or Monmouth University’s Sexual Misconduct policy must be reported to the University’s Title IX Coordinator, Nina Anderson, at nanderso@monmouth.edu or (732) 571-7577. This includes, but is not limited to: sexual assault, dating violence, domestic violence, and stalking.