All Clear, Delayed Opening – July 23, 2024

All clear. Our investigation has been concluded and there is no threat to campus. The shelter-in-place has been lifted.

For more information visit: www.monmouth.edu/update

Last Updated: 7/23/2024, 9:11 AM

Close Close

2022-2023 Club and Organization Handbook

Monmouth University, through the Office of Student Engagement, reserves the right to change or alter any of the material presented in this publication at any time to ensure the proper conduct of the Student Engagement program and campus life in general. Any such changes or alterations will be preceded by written notice, and shall become effective one (1) week from the date of distribution of such notice to students.

This publication, including all forms, is available on the MyMU Portal under the Office of Student Engagement page.

Table of Contents

Monmouth University Community Statement on Civility

The Monmouth University community is an environment where teaching and learning activities, both inside and outside of the classroom, are paramount. In order to foster this environment, respectful conduct and discourse must be the basis for all of our actions.

Members of the University community are expected to act in a responsible, respectful, and professional manner at all times, affirming their commitment to a collegial community. Faculty and students should enter into a dialogue at the start of each semester to develop classroom behavior parameters suitable for their individual learning environment.

Members of the faculty are ultimately responsible for what occurs inside the classroom environment. If, after suitable dialogue, a consensus on behavioral parameters cannot be reached, the faculty member’s decision on these is final.

Outside of the classroom environment, all students are expected to abide by the parameters outlined in the Student Code of Conduct. Other members of the community are expected to follow appropriate behavior guidelines as well. Appeals will be handled through appropriate University channels.

Welcome from the Office of Student Engagement

Congratulations on being involved with Monmouth University’s student clubs and organizations! There are a multitude of opportunities waiting for you.

The Office of Student Engagement is the resource center for all student clubs and organizations. The office is located on the second floor of the Rebecca Stafford Student Center, across from the elevator. The staff of the Office of Student Engagement is available to assist new organizations with the recognition process, guide student groups in event planning, assist with budget and financial questions, maintain current information on all clubs and organizations, distribute mail to all student organizations, conduct leadership programs, advise or assist student organizations in finding an advisor, and provide advisor training. The office also hosts the Involvement Fair for all recognized organizations.

The Office of Student Engagement has put together this Student Organization Handbook to assist your student group with the policies and procedures of Monmouth University. This is similar to last academic year, all polices may be changed at any time to meet current CDC, State, and University guidelines regarding COVID-19 protocols for health and safety. We hope that you find this handbook helpful. The staff has attempted to select the policies that most directly affect the student organizations; however there may be times when your club could be affected by other campus policies. Please see the Student Handbook for more information.

We are excited that so many students get involved with student activities. We are happy you have taken a look at the opportunities available to you and have opted to be a part of the excitement.

We welcome all students and organizations to contact our office and ask for assistance with any project or activity. We also are happy to answer any questions that you may have about a policy. We are open from 8:45 a.m. to 5 p.m. Monday through Friday. Our phone number is 732-571-3586 or you can e-mail us at activities@monmouth.edu. We are here to help. Please feel free to contact us with any questions.

Staff

  • Vaughn Clay, Director Office of Student Engagement
  • Mustafa Abdus-Sabuur, Assistant Director of Student Engagement
  • Nicole Lowden, Associate Director of Student Engagement for Transitions and Leadership
  • Jayde Ware, Associate Director of Student Engagement for Fraternity and Sorority Life
  • Kathy Dabney, Campus Life Assistant
  • Janet Dustman, Student Life Assistant

Contact Us

2nd Floor, Rebecca Stafford Student Center

732-571-3586

activities@monmouth.edu

Recognition and Privileges of Student Organizations


Statement of Purpose

At Monmouth University, participation in activities, both on and off campus, is an integral part of college life. Participation presents the opportunity to learn outside the classroom and to enjoy the campus and community cultural, historical, social and recreational environment. Students are encouraged not only to join the organizations that appeal to them, but also to participate in the many special events that occur throughout the year. Additionally, it is possible for students whose interests are not met by any existing organization to organize a new group with the help of the director of Student Life logistics and Student Center operations. For club sport organizations, there is an additional approval process with the Office of Intramurals and Recreation. The following is a recognition process for non-fraternal organizations. For recognition of a new fraternal organization contact the associate director for Fraternity and Sorority Life in the Office of Student Engagement.

Recognition of New Student Clubs & Organizations

Potential New Organizations

Students that would like to create a new organization should attend one of the weekly potential new club meetings hosted by the director of Student Life logistics and Student Center operations to discuss details for club formation. For University recognition, both the Office of Student Engagement AND the Student Government Association must approve the process. Potential club sports will ultimately need approval from the associate athletic director for Recreation, Intramurals, and Club Sports following SGA approval.

All potential new clubs or organizations must complete the following;

  1. Attend a potential new club meeting with the director of Student Life logistics and Student Center operations to discuss the club details. Please note that you will be asked to complete a New Club Request Form to receive SGA preliminary approval to start an interest group. Please contact the Office of Student Engagement to find out when the meetings are held.
  2. After meeting with the director, group members should cooperatively write a constitution for the organization according to the guidelines given. You will receive a sample constitution to follow. You will receive a New Student Organization packet with further information. The director or the chief justice of the Student Government Association can assist with structuring the constitution. The chief justice can be reached at the Student Government office at 732-923-4714 or 4715.
  3. The group must complete a new club roster form. In addition to the information regarding members, the Roster must include the name, campus extension and signature of a willing faculty/staff member to serve as a club advisor. Every organization must have a faculty or staff advisor.
  4. Upon completion, the Constitution (in paper format and electronically) and Roster Form must be submitted to the director who will share it with their approval committee. Choose representatives from the potential club to present your organization to the committee for approval. The appointment time will be scheduled through the Chief Justice of the SGA.
  5. Once the constitution is approved by the SGA and the director of Student Life logistics and Student Center operations, the new club is required to follow general recognition guidelines for all student clubs and organizations (please see the following page for details). Potential club sports must complete the approval process with the associate director of Athletics for Intramurals, Recreation, and Club Sports.
  6. Organizations that have received formal recognition and have been active at least one semester may submit a budget request for operating funds to the SGA. Please see the financial section of this handbook for further information.

General Recognition Guidelines for All Student Clubs and Organizations

In order for an organization to receive and maintain recognition with the University via the Student Government Association and the Office of Student Engagement, the following guidelines must be followed:

  1. The Constitution or by-laws must state that membership must be open to all currently enrolled students at the University, as well as all faculty members, staff, or administrators at the University (Required of all non-fraternal, clubs, and organizations).
  2. All clubs and organizations must have a faculty/staff advisor employed at Monmouth University.
  3. All members of an organization must be enrolled at Monmouth as students in good standing.
    • No student on disciplinary probation (as defined by the Student Handbook) may hold an elected office or be eligible for an honor award in an organization.
    • Undergraduate students must have a cumulative 2.0 grade point average to hold an office, and graduate students must be in good academic standing to hold an office. Organizations may require a higher GPA if desired; at no time, however, is an organization allowed to set a lower GPA requirement.
    • For a club sport all students much be registered for at least 12 credits as an undergrad and, have a 2.0 GPA, six credits and a 3.0 GPA as a graduate student and not be under any disciplinary probation. For more information please refer to the club sport handbook.
  4. The following forms must be completed and returned to the Office of Student Engagement and SGA throughout the school year when applicable:
    1. Rosters must be submitted online at the start of each semester: September and January, and as changes in your organization’s membership occur. All clubs and organizations are required to submit rosters to the Office of Student Engagement. Failure to submit rosters at the appropriate time may result in restriction of funds and/or loss of privileges such as space for events, meetings, and recognition.
    2. Budget proposal (when applicable).
    3. Summary Report (when applicable).
  5. All recognized organizations are required to maintain a membership of at least three people to maintain an active status. If a student organization falls below three members, the organization will be placed on probationary status for the semester. If the organization does not increase membership during that time, they will then be considered an inactive organization. In the case of national organizations that require an interest group membership status prior to full membership, interest group members will count toward the minimum number for the organization.
  6. All organizations must attend a predetermined amount of leadership workshops; in the fall and in the spring coordinated by the Office of Student Engagement. Information will be distributed in your fall and spring information packets, and via email to the president and advisor.     

Fraternity and Sorority Organizations

In addition to the policies stated in this manual, fraternity and sorority organizations must also abide by the expectations and procedures set forth by the Office of Student Engagement.

Club Sports

In addition to the policies stated in this manual, club sports must also abide by the Club Sport Manual provided by the associate athletics director for Intramurals, Recreation, and Club Sports/Club Sports must be approved by both the Student Government Association and the Athletics Department (the associate athletics director for Intramurals, Recreation, and Club Sports). For more details on how to complete this process, please meet with the director of Student Life logistics.

Student Organization Office Space

The Rebecca Stafford Student Center houses a number of student clubs and organizations located on the third floor of the building. As organizations become recognized and unrecognized, they equally gain and lose privileges for office space. As space is limited, organizations are not guaranteed an office space. Every spring semester, organizations will receive an application to either apply for space or to re-apply for the space the group already has. Offices are turned over on an annual basis and groups are not guaranteed to maintain space year to year. Information to apply for an office and usage guidelines will be emailed to club presidents and advisors.

Student Organization E-mail Accounts

As a recognized student club, you are eligible to obtain a university e-mail account (for example sab@monmouth.edu or sga@monmouth.edu). A request for this service must be placed by your University advisor or a member of the Student Engagement staff to the University Help Desk by e-mailing helpdesk@monmouth.edu. Once you obtain your e-mail address, please share the information with the Office of Student Engagement so we can place the documentation in your file for contact information and historical purposes.

Room Reservations Capabilities

As a recognized student organization, you are eligible to reserve spaces in various facilities throughout campus, free of charge. Requests for meeting or activity space must be requested through the form found online at The Office of Student Engagement Portal Page or on etrieve. For the 2022-2023 year please note that requests may need to be adjusted to comply with the current CDC, State, and University guidelines.

Meetings

Clubs and Organizations may hold virtual meetings via Zoom, or in person meetings based on the current health and safety guidelines. The University has a license that students and advisers can schedule and host meetings through. Visit the Monmouth Zoom portal.

Social Media

As a recognized student organization, you are encouraged to establish an organization Instagram, Twitter, and/or Snapchat account. Any social media pages must be registered with the University for the Social Media Directory through the University Social Media Coordinator.

All advisors must have access to any social media accounts or pages held by the organization. If your organization is not going to continue into the next semester or academic year, all social media pages or accounts must post that the account is discontinued. All account information should be passed down to any new leadership of the organization before the current leadership steps down from any positions. The platform administrator’s contact information must be updated within the Social Media Directory as they change.

Student clubs and organizations are considered “unofficial” social media pages and can use but cannot make any changes to the Monmouth University logo. These sites are also encouraged to post a statement in their profile announcing that they are not an officially recognized Monmouth University social media page and all postings reflect their own personal opinions or their organization’s opinions.

An example of this statement is provided below: 

The views expressed on this (Facebook page, Twitter feed, etc.) are those of the (Insert Club Name) and are not endorsed by Monmouth University nor do they constitute any official communication from Monmouth University.

Please contact the Social Media Coordinator in the Office of Marketing and Communications, with any questions.

Phone: 732-923-4589

Loss of Recognition

An organization that does not turn in a roster, have a faculty/staff adviser, meet the leadership requirements for two consecutive semesters, or falls below the minimum membership number requirement will be deemed inactive. The organization will receive formal notification of this and must repeat the recognition process to reinstate the club as active. The club/organization will not be eligible to apply for an annual budget until the reinstatement process is complete and has been active for one full semester.

Revoked Privileges

Privileges may be revoked, by the Student Government Association or the Office of Student Engagement, from any club not fulfilling all the outlined requirements and policies in this manual. Student organizations are also responsible for all policies detailed in the Student Handbook. In addition, fraternities and sororities are also responsible for all policies detailed by the Office of Student Engagement. Please read carefully to ensure the understanding of all the guidelines stated. If you have any questions, you may call the Office of Student Engagement at 732-571-3586.

Good Samaritan Practice

The health and safety of students is a paramount concern to everyone at Monmouth University. Resources such as the University Police Department, the Office of Residential Life, and the Health Center are available for students to seek assistance for themselves and, equally as important, for their fellow students. Recognizing there are times when students or members of a University organization find themselves in a position where medical assistance is needed to ensure the proper care of a person who is significantly intoxicated or under the influence of drugs, the University has established this Good Samaritan Practice.

The practice has been established to ensure that proper medical assistance and intervention is sought in these instances and not delayed for fear of punitive action by the University under the Student Code of Conduct. All students are expected to act first out of concern for themselves and others by contacting appropriate University personnel—such as a resident assistant (RA), a residential life administrator, an area coordinator or the University Police—to obtain emergency assistance.

How the Practice Works

  • Students and/or organizations that seek assistance from the University, or the police or medical authorities, to address a situation involving a significantly intoxicated or under the influence individual(s) will not be charged with a violation of the University’s alcohol and/or drug policy.
  • The practice applies to both the caller and the subject of the call if they are under the legal drinking age to consume alcohol.
  • The practice does not, however, preclude the University or other appropriate authorities from taking disciplinary action for other Student Code of Conduct offenses that may be associated with the situation—such as vandalism, theft, physical or sexual assault, etc.—or the University Police Department from filing appropriate criminal charges.
  • Individuals and/or organizations involved in a situation that falls under the Good Samaritan Practice will be required to complete certain educational and counseling initiatives, which are intervention- and prevention-based. Failure to complete these activities would result in action under the Student Code of Conduct.
  • Students and/or organizations that demonstrate a consistent and repeated pattern of such behavior, after appropriate intervention and education has been provided, will not be considered under this practice.

As one community we all have an obligation to help friends and peers strive to be their best. Similarly, students are also expected to look out for one another when a friend is going through a difficult period in their life, or when he or she makes a poor decision involving drugs or alcohol.

The Good Samaritan Practice is based on this principle of responsibility for self and others. Responsible choices must be made but when you or someone you know needs help, the Good Samaritan Practice is there to help you.

Monmouth University’s Anti-Hazing Policy (from the Monmouth University Student Handbook)

Hazing

Students should be aware that hazing violates campus regulations and state law. Monmouth has a zero tolerance policy when it comes to hazing. Students and/or organizations involved in such acts will be charged under the Code of Conduct as appropriate. The following information has been prepared by the Office of Student Engagement. The information is designed to assist members of the University community in understanding University and state positions on hazing activities. The information is intended to be educational and should not be viewed as all-inclusive in its content and definitions. Specific questions should be referred to the Office of Student Engagement at 732- 571-3586. 

Statement on Hazing

Monmouth University recognizes that student groups and associations including, but not limited to, clubs and organizations, fraternities and sororities, and intercollegiate or club sport teams are an integral part of the University. They contribute to the academic and social experience of the students and the Monmouth community. This relationship carries with it certain rights of the University to protect and preserve an appropriate environment in which all students and student associations may operate. As such, all students are expected to conduct themselves as responsible members of the University community and to respect their fellow citizens. Any departure from these standards as defined in the Student Handbook, the national fraternity/sorority documents, and state regulations may subject any individual(s) or group(s) to disciplinary action. 

Hazing: A Definition

Legislation in New Jersey, updated in 2019 by the New Jersey State Legislature with regard to hazing and aggravated hazing under the New Jersey Code of Criminal Justice provides the following definitions. 

§ 2C:40-3. Hazing; aggravated hazing

  1. A person is guilty of hazing, a disorderly persons offense, if, in connection with initiation of applicants to or members of a student or fraternal organization, he knowingly or recklessly organizes, promotes, facilitates or engages in any conduct, other than competitive athletic events, which places or may place another person in danger of bodily injury.
  2. A person is guilty of aggravated hazing, a crime of the fourth degree, if he commits an act prohibited in subsection a. which results in serious bodily injury to another person.

Monmouth University Office of Student Engagement, the Greek Senate, the IFC, MGC and PHC define hazing as: 

  1. Any action or situation, on or off campus, which includes any mental or physical requirement, request or obligation placed upon any person (pledge, new member, associate member, member, affiliate, guest) which could cause discomfort, pain, fright, disgrace, injury, or which is personally degrading or which violates any federal, state or local statute/law or University policy, and
  2. Upon which the initiation, or admission into, or affiliation with, or continued membership in an organization is directly or indirectly conditional. 

Furthermore, 

  1. No person shall participate in the hazing of another. 
  2. No student or advisor shall knowingly permit the hazing of another. 
  3. No student or advisor shall fail to report hazing. 
  4. The negligence or consent of the student/participant or any assumption of risk by the student/participant is not a defense to any action brought pursuant to this policy. 

The following offices are available to you as a resource to report allegations of hazing: 

  • The Office of Student Engagement 732-571-3586 
  • The Office of the Vice President for Student Life and Leadership Engagement
    732-571-3417 
  • The Office of the General Counsel 732-571-3598 
  • The University Police 732-571-4444 

Examples of Hazing

Depending upon circumstances, these activities have at one time or another been construed as hazing by the courts and/or institutions of higher education. Such actions are often required or implied as conditions of inclusion or exclusion from a group, formal or informal. Thus, hazing may be perpetrated by individual(s), individual against group, or group against individual.

  1. Requiring calisthenics such as sit-ups, push-ups, running, or any form of physically abusive exercise. 
  2. Forcing, requiring, or endorsing consumption of alcoholic beverages or any
    other drug. 
  3. Requiring the ingestion of an undesirable, unwanted substance (e.g., spoiled food, drink concoctions, etc.). 
  4. Requiring the carrying of items, such as rocks, bricks, or pumpkins. 
  5. Scavenger hunts, treasure hunts, road trips, kidnappings, drop-offs, or any other such activities. 
  6. Morally degrading or humiliating games and activities such as requiring members to sing in public or act like animals. 
  7. Assigning or endorsing pranks such as borrowing or stealing items, painting property and objects, or harassing other individuals or groups. 
  8. Deprivation of sleep. 
  9. Blindfolding or hand-tying. 
  10. Verbal harassment including yelling and screaming. 
  11. Requiring any personal servitude such as running errands. 
  12. Line-ups, kangaroo courts, or any interrogations not consistent with legitimate testing for information about history, purpose, or direction. 
  13. Requiring new members to wear publicly, apparel that is conspicuous and/or not normally in good taste.
  14. Requiring new members to be branded. 
  15. Requiring new members to answer phones or doors with chants, riddles, songs, or rhymes. 
  16. Deceptions and/or threats contrived to convince the new member he or she won’t be able to join the organization. 
  17. Conducting activities that do not allow adequate time for study or sleep. 
  18. Requiring new members to enter the house or building through a side door or entrance not normally used to enter. 
  19. Requiring new members to yell when entering or leaving the house or building. 
  20. Work projects without the participation of the full membership. 
  21. Any action which would be perceived as inflicting physical abuse/harm to an individual, for example, paddling or throwing things at new members. 

Please note: This list by no means covers all activities and actions that can be considered hazing. Should you have questions or desire clarification of any of these items, please contact the Office of Student Engagement: stop by the Student Center, second floor office suite, or call 732-571-3586. 

Approval of New Member Activities for Fraternities and Sororities

The Office of Student Engagement recognizes that while the University policy regarding hazing attempts to set appropriate standards for new member activities that support the state’s laws against hazing and the University’s standard of conduct, it is impossible to list every possible new member activity.

Thus, it is recognized that the list of prohibited activities in the policy by no means covers all activities and actions which can be considered hazing.

Therefore, in order to prevent organizations from engaging in acts of hazing, while not overly restricting organizations from engaging in new member activities (which would not violate the principles of the institutional policy on hazing), the Office of Student Engagement has established the following approval process: 

  1. If an organization is unsure whether a certain activity is permissible or if it believes that a planned activity technically violates the policy list of prohibited activities but should not be banned as a violation of this policy, it should be submitted no later than two weeks prior to the start of the new member process as a written request for approval of the proposed activity to the Office of Student Engagement. 
  2. The written request for approval shall set forth a full description of the nature of the proposed new member activity. 
  3. The Office of Student Engagement will quickly review each written request and inform the organization in writing whether its request has been approved. The Office Student Engagement shall have authority to request further information or clarification and to place any appropriate conditions it believes necessary upon any such approvals. 
  4. If the request is approved, the organization and its members will not be charged with hazing for such new member activity so long as the new member activities conform to the description set forth in the written request and any conditions imposed by the Office of Student Engagement. This protection will not apply for any activity that takes place prior to the receipt of approval from the Office of Student Engagement or for any activity that falls outside the scope of the written request for approval or any conditions imposed thereon. 
  5. This procedure is subject to revocation if the Office of Student Engagement determines that it is not operating in the best interests of the University community.


Advisors (For Students)

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.

How to Obtain or Change Your Club Advisor

All student clubs are required to have a faculty or staff advisor employed by Monmouth University. Though not encouraged for longevity or ease of access reasons, part-time employees and adjunct faculty are allowed to serve as club advisors. If you currently have an advisor, but would like to switch advisors we recommend that you first inform your current advisor of your desire for a new advisor and once a new advisor has been identified, please notify the Office of Student Engagement.

Student organizations needing help finding an advisor should visit the Office of Student Engagement. The Office will contact faculty and staff members to determine their interest in advising a student organization. The Student Engagement staff encourages the student organization officers to make an appointment with the potential advisor. This gives the group the chance to determine if the person is right for the organization and gives the potential advisor the chance to see if the organization is right for him or her to advise. If both parties agree, a new roster with the new advisor’s information must be completed and turned in to the Office of Student Engagement.

Advisors (Resources for Advisors)

Responsibilities of an Advisor

Advisors of campus organizations allow the students the opportunity to develop organizational and leadership skills. Students can complement their educational objectives through important out-of-class activities that allow them the chance to exercise basic freedoms and learn about human behavior. In support of these objectives, it is important that persons with experience in organizations be available to assist students in their organizational endeavors. While the range of student activities and group purposes are diverse, advisors can be a valuable resource to the organization in terms of help with procedural matters, college regulations and policies, and financial concerns. Attaining advisors who are committed to student learning through out-of-class activities is crucial. Recognized student organizations are required to have an advisor. All advisors should be Monmouth University faculty or staff members. It is important that advisors understand the responsibilities involved before making a commitment to a student group. These responsibilities include:

  1. Assist officers in understanding their duties, developing programs and plans, organizing projects and making appropriate transitions.
  2. Be a resource for the students especially in regard to understanding college policies, regulations and services.
  3. Advisors for Fraternities and Sororities should be familiar with the expectations and procedures set forth by the Office of Student Engagement in addition to the Student Organization Handbook.
  4. Club Sport advisors should be familiar with the Club Sport Handbook guidelines in addition to the Student Organization Handbook.
  5. Attend meetings and/or arrange a separate meeting with E-Board.
  6. Assist organization in determining goals and encourage them to determine ways to meet them.
  7. Advise and attend organization events.
  8. If applicable, sign off on club expenditures for use of SGA granted funds.
  9. See that continuity of the organization is preserved through a constitution, minutes, files and traditions.
  10. Articulate campus policies and procedures and help organization understand them.
  11. If the organization is a part of a national organization be familiar with their policies, procedures, and risk management guidelines.
  12. Maintain the ability to address organization issues as they arise each year.
  13. Assist students in managing conflicts that may occur in the organization.
  14. Be generally available to assist the organization.
  15. Travel with organization, if possible, for conferences or trips.
  16. Consult with other appropriate University offices when problems arise with the student organization.
  17. Recognize that as a student organization advisor, you are classified as a Campus Security Authority. See Section “Advisor responsibilities under Clery Act (Crime and Statistics)”.
  18. Recognize that as an employee of the University, you are a Responsible Employee. See Section “Title IX-Responsible Employees”.
  19. Refer to the “Advisor’s Frequently Asked Questions” in the Student Organization Handbook or the Clubs and Organization Adviser Information Page on the portal for more information.
  20. Submit work orders and requests (help desk, facilities, set up, police, etc.) as needed.
  21. Work with the Office of Student Engagement to obtain contracts and vendor information in time for the event. Remember students may not commit to a contract. Student organization advisors and students are not permitted to sign contracts. All contracts must be reviewed by the University’s Office of the General Counsel prior to being signed by the Vice President for Student Life & Leadership Engagement.
  22. Consult with the director of Compliance/risk manager and the Office of the General Counsel regarding potential risks to individuals participating in organization activities and events.
  23. Consultant with the director of Compliance/risk manager regarding any insurance questions and issues.

Advisors are given an opportunity to attend meetings/workshops sponsored by the Office of Student Engagement or to set up a separate meeting to learn about guidelines and to have questions answered. Club Sport Club advisors may contact the Coordinator in the Athletics Department for more information on helping their clubs.

Advisor’s Frequently Asked Questions

Advisors frequently ask our department questions about student club responsibilities and opportunities. Student Engagement has put together this guide sheet, which lists a number of the more common questions, asked by advisors.

1. “As an advisor, do I need to attend all of the club’s meetings and events?”

Advisors need to be active participants in a club’s regular activities and events. They help guide the organization and in many cases, play a large role in the organization’s success. The advisor must be present for all events that are sponsored by the club. Advisors should make every effort to find meeting times that will make it possible for the club to meet with her/him. In the event you are not able to find a time that is suitable for the entire organization, you may want to set up an executive board meeting time with just the officers of the organization.

2. “My organization is planning a trip off campus; what do I need to know?”

Please talk to the director of Student Life logistics before anything is booked. See the link regarding Student Organization Travel Guidelines and Advisor Responsibilities for more information and guidelines.

3. “My organization wants to hold a large event and possibly open it up to the general public; what should I consider?”

Requirements to hold large events (concerts, lectures, dances, dinners, festivals, etc.) vary depending on the nature of the event. However, all proposed events need to be reviewed by the Office of Student Engagement and approved by the Vice President for Student Life and Leadership Engagement. Please complete the Request for Student Club / Organization Activity form. There are items that the Office of Student Engagement suggests you consider when planning large events include the following: catering requirements, audio/video needs, campus police and/or security, building set-ups, performer/entertainer fees and contracts, insurance, the sale of alcohol, and publicity on campus. If your organization is planning a large event, take a few minutes to make an appointment to see the director of Student Life logistics before finalizing any commitments with vendors or performers. It is best to plan large events at least a semester in advance. Any and all contracts must be reviewed by the Office of the General Counsel and signed by the Vice President for Student Life and Leadership Engagement.

4. “Our club wants to hire a performer/entertainer for an event, what should I do?”

Advisors should make sure that the organization has enough funding to cover event-related expenses prior to making any commitments with performers, agents or vendors. Most performers/entertainers will require a fee for their appearance. In order for any entertainer to be paid, a contract must be prepared by the Office of the General Counsel and signed by the Vice President for Student Life and Leadership Engagement. We must also have a W-9 (tax form) on file for the person or business that will be paid. Only the advisor is permitted to request a contract from a performer/agency. All contracts must be first reviewed by the University’s Office of the General Counsel and then signed by the Vice President for Student Life and Leadership Engagement. The Office of Student Engagement is well versed in dealing with performance agreements/contracts and is always willing to assist an organization with such matters. A good rule of thumb is to give yourself at least a 45-day cushion prior to the intended event. Contracts need to be reviewed, signed and check(s) need to be cut. This process may take a minimum of four to five weeks. Contracts should be submitted to the Office of the General Counsel via email: gccontractsubmission@monmouth.edu. Any Assumption of Risk or waiver required by a venue, vendor, or performer should be reviewed by the Office of the General Counsel.

5. “How do I go about reserving rooms and equipment on campus?”

Central Scheduling (located in Conference Services and Special Events) is responsible for all non-academic related room reservations and is located on the second floor of the Great Hall. The Office of Student Engagement must first review any event-type activity before a room can be reserved. Organizations that have submitted a current roster and have a constitution on file are eligible to book rooms and reserve equipment on campus. When reserving a room, let Central Scheduling know if you have special set-up needs such as: the number of people attending, food that may be served, or audio/video needs. If you need to reserve audio and/or video equipment, requests can be made through the help desk and must be done by an advisor.

6. “Who should I speak to about ordering food and/or alcohol for an event?”

Gourmet Dining (ext. 5678 – off campus: 732-263-5608/9) has the exclusive right to provide food on campus and should always be your first contact for catering needs. They are a great resource in planning a food-related event on campus. No organization may bring in any food from outside vendors without advance permission from Gourmet Dining. If your organization wishes to bring in another caterer, Gourmet Dining must first be consulted to approve your request in writing. If outside food is going to be used for an event there must be a contract with the vendor and certain health certificates must be provide by the vendor. Please contact the Office of Student Life to start this process at least six weeks in advance. The director of Student Life logistics will be happy to assist you.

The University has a contract for beverage services with Coca-Cola. If you prefer to bring in your own non-alcoholic drinks, permission must be granted by the Office of the Vice President for Student Life and Leadership Engagement. Any organization that wishes to have alcohol at an event must request a special event alcohol permit from the vice president for Student Life and Leadership Engagement. All groups must have this request submitted in writing no less than 30 day prior to the intended event. Alcohol-related events must abide by New Jersey regulations as set forth by the Division of Alcohol Beverage Control as well as University policy related to the service of alcohol. Alcohol-related events will have a significant impact on the cost of your event. In cases where the vice president has approved such an event, plan on having to pay for bartenders, the cost of the alcohol, security, etc. These costs should be added to your overall expenses.

Food Trucks: If your group would like to bring a food truck to campus please see the director of Student Life logistics 90 days in advance of the event. They will assist you with the process which includes obtaining a permit, insurance and sanitary inspection reports.

7. “What are some of the ways our organization can advertise events on campus?”

Clubs will typically develop their own publicity, which may be distributed across campus. When advertising in the Rebecca Stafford Student Center and in academic buildings, you always need to have flyers, posters, approved by the Office of Student Engagement. The Rebecca Stafford Student Center staff will post a maximum of four (4) related publicity documents. Flyers should be brought to the Office of Student Engagement in order to get approval. It is best to bring your publicity during normal work hours, Monday through Friday 8:45 a.m. to 5 p.m. If your organization wishes to publicize in the residence halls, that information should be taken to the Office of Residential Life. The Office of Student Engagement has on file the University’s current “Advertising, Solicitation and Posting Regulations in Public Areas” information. In the RSSC Café and in the hallway there are TVs that can showcase any organization’s flyer. To have your organization’s flyer on a TV please email activities@monmouth.edu in JPEG format. Organizations may also reserve and utilize the outside window on the Student Center patio, or the blacktop pathway in front of the Student Center Patio. Students need to reserve these spaces, ensure no mess is left behind, and clean up after the event. Other resources available to clubs include The Outlook (732-571-3481), WMCX radio (732-571-3482), the electronic billboards, or HAWK TV (732-263-5274). There is also the Experience Monmouth app that can be downloaded for free through any app store. Clubs can submit their event information (if approved through The Office of Student Engagement) to activities@monmouth.edu to be posted in the app.

8. “How do I find out about getting funding for our organization?”

If your organization collects dues, they are not eligible to receive an annual budget from SGA. Clubs that have been recognized for at least one full semester are open to the general Monmouth student population, and who have submitted a current roster and constitution may apply for an annual budget. By the middle of the Fall semester, all recognized clubs will receive budget-related information. It is the club’s responsibility to submit a proper budget and to attend all budget-related meetings with SGA. Failure to do so may negatively impact a club’s opportunity to receive an annual budget. If an organization does not receive an annual budget, the club is still eligible to apply for special event funding through SGA. For further information, contact the SGA Finance Committee at 732-923-4714. Clubs are also encouraged to pursue co-sponsorships with other organizations when planning events or activities.

9. “What are some of the common benefits for recognized clubs and organizations?”

Besides the opportunity many clubs and organizations have to request a budget from SGA, recognized groups are also eligible to reserve rooms, vending tables and equipment on campus. Groups not eligible for a SGA annual budget can still apply for Travel Event Funding, or Specialty Event Funding.

Recognized groups may also apply for one of the co-sponsorship programs sponsored through the Office of Student Engagement to help fund a program or activity.

Clubs may also have the mail delivered to their advisors via the Office of Student Engagement. Fraternity and sorority mailboxes are located in the Student Engagement Resource Center.

All recognized clubs are eligible to open a campus club account that can be used to deposit fundraised money, event proceeds, and to be used to pay club bills. No club or organization is permitted to have any type of off-campus account, with the exception of fraternities and sororities.

Recognized groups may reserve a room for an event through the Office of Student Engagement. While a meeting with Student Engagement is required to host an event, the organization leaders learn how to make sure their event has everything it needs including sound, lights, custodians, etc.

Recognized groups may utilize the electronic sign board, the Experience Monmouth app, and the TV screens to advertise events.

Vending tables may be utilized for fundraising efforts of recognized clubs and organizations. You can reserve a table by completing an online form.

For more information about this guide or Monmouth’s student clubs and organizations, please feel free to contact the Office of Student Engagement at 732-571-3586 or activities@monmouth.edu. You may also visit us at our office on the second floor of the Student Center.

Student Organization Travel Checklist

What to do When a Business Wants your Members to Sign a Release or Waiver for an Activity

Should your organization members be asked by an outside business to sign a waiver or release for a program or activity in which they would participate, please send a copy of the waiver/release to the Office of Student Engagement so they can have it reviewed by the Office of the General Counsel before the club members sign it. The goal is to make sure that the members understand what they are signing and to attempt to negotiate revisions that might be of significant concern.

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. Please contact The Office of Student Engagement for more details and information to obtain the link to this online training.

Advisor Responsibilities Under the Clery Act (Crime Reporting Statistics)

Purpose

The Jeanne Clery Disclosure of Campus Security Policy & Campus Crime Statistics Act (Clery Act) requires Monmouth University to collect, classify, count and disseminate crime report crime statistics in an Annual Security Report (ASR) by October 1 of each year to all currently enrolled students and employees.

  1. Clery Geography

    Monmouth University must disclose statistics for reported Clery crimes that occur: (1) on-campus, (2) on public property within or immediately adjacent to the campus, and (3) in or on non-campus buildings or property that Monmouth University owns or controls.
    1. On-Campus

      On-campus property includes: (1) any building or property owned or controlled by an institution within the same reasonably contiguous geographic area and used by the institution in direct support of, or in a manner related to, the institution’s educational purposes, including residence halls; and (2) any building or property that is within or reasonably contiguous to the area identified in Section A(1) of this definition, that is owned by the institution but controlled by another person, is frequently used by students, and supports institutional purposes (such as a food or other retail vendor).
    2. Non-Campus Buildings or Property

      Non-campus buildings or property include: (1) any building or property owned or controlled by an officially recognized student organization that is officially recognized by the institution; or (2) any building or property owned or controlled by an institution that is used in direct support of, or in relation to, the institution’s educational purposes, is frequently used by students, and is not within the same contiguous geographic area of the institution.
    3. Public Property

      Public property includes all public property, including thoroughfares, streets, sidewalks, and parking facilities, that is within the institution’s campus or immediately adjacent to and accessible from the campus.
  2. Definitions of Criminal Offenses

    The Clery Act requires institutions to disclose four categories of crime statistics: criminal offenses, hate crimes, arrests and referrals for disciplinary action, VAWA offenses.
    1. Criminal Offenses
      1. Criminal Homicide—These offenses are separated into two categories: (a) Murder and Non-negligent Manslaughter, and (b) Negligent Manslaughter.
        1. Murder/Non-Negligent Manslaughter—The willful (non-negligent) killing of one human being by another.
        2. Negligent Manslaughter—The killing of another person through gross negligence.
      2. Robbery The taking or attempting to take anything of value from the care, custody, or control of a person or persons by force or threat of force or violence and/or by putting the victim in fear.
      3. Aggravated AssaultAn unlawful attack by one person upon another for the purpose of inflicting severe or aggravated bodily injury. This type of assault is usually accompanied by the use of a weapon or by means likely to produce death or great bodily harm. (It is not necessary that injury result from an aggravated assault when a gun, knife, or other weapon is used which could and probably will result in serious personal injury if the crime were successfully completed).
      4. Burglary—The unlawful entry of a structure to commit a felony or a theft. For reporting purposes, this definition includes: unlawful entry with intent to commit a larceny or felony; breaking and entering with intent to commit a larceny; housebreaking; safecracking; and all attempts to commit any of the aforementioned.
      5. Motor Vehicle Theft—The theft or attempted theft of a motor vehicle. (Classify as motor vehicle theft all cases where automobiles are taken by persons not having lawful access even though the vehicles are later abandoned –including joyriding.)
      6. Arson—any willful or malicious burning or attempt to burn, with or without intent to defraud, a dwelling house, public building, motor vehicle or aircraft, personal property of another, etc.
      7. Sex Offenses—Any sexual act directed against another person, without the consent of the victim, including instances where the victim is incapable of giving consent.
        1. Forcible Sex Offenses—
          1. Rape—The penetration, no matter how slight, of the vagina or anus with any body part or object, or oral penetration by a sex organ of another person, without the consent of the victim.
          2. Fondling—The touching of the private body parts of another person for the purpose of sexual gratification, without the consent of the victim, including instances where the victim is incapable of giving consent because of his/her age or because of his/her temporary or permanent mental incapacity.
        2. Non-Forcible Sex Offenses—
          1. Incest—Non-forcible sexual intercourse between persons who are related to each other within the degrees wherein marriage is prohibited by law.
          2. Statutory Rape—Non-forcible sexual intercourse with a person who is under the statutory age of consent.
    2. Hate Crimes

      Any of the above mentioned offenses, and any incidents of larceny, theft, simple assault, intimidation, or destruction/damage/vandalism of property that were motivated by bias.
      1. Larceny-theft—The unlawful taking, carrying, leading, or riding away of property from the possession or constructive possession of another. Attempted larcenies are included. Embezzlement, confidence games, forgery, worthless checks, etc., are included.
      2. Simple Assault—An unlawful physical attack by one person upon another where neither the offender displays a weapon, nor the victim suffers obvious severe or aggravated bodily injury involving apparent broken bones, loss of teeth, possible internal injury, severe laceration, or loss of consciousness.
      3. Intimidation—To unlawfully place another person in reasonable fear of bodily harm through the use of threatening words and/or other conduct, but without displaying a weapon or subjecting the victim to actual physical attack.
      4. Destruction/Damage/Vandalism of Property—To willfully or maliciously destroy, damage, deface or otherwise injure real or personal property without the consent of the owner or the person having custody or control of it.
    3. Arrests and Disciplinary Referrals for Violation of Weapons, Drug and Liquor Laws

      The third category of crime statistics that Universities must disclose are the number of arrests and the number of persons referred for disciplinary actions for the following law violations:
      1. Weapons, Carrying, Possessing, Etc.—The violation of laws or ordinances prohibiting the manufacture, sale, purchase, transportation, possession, concealment, or use of firearms, cutting instruments, explosives, incendiary devices, or other deadly weapons.
      2. Drug Abuse Violations—The violation of laws prohibiting the production, distribution, and/or use of certain controlled substances and the equipment or devices utilized in their preparation and/or use. The unlawful cultivation, manufacture, distribution, sale, purchase, use, possession, transportation, or importation of any controlled drug or narcotic substance. Arrests for violations of state and local laws, specifically those relating to the unlawful possession, sale, use, growing, manufacturing, and making of narcotic drugs.
      3. Liquor Law Violations—The violation of state or local laws or ordinances prohibiting the manufacture, sale, purchase, transportation, possession, or use of alcoholic beverages, not including driving under the influence and drunkenness.
    4. Violence Against Women Reauthorization Act of 2013 (VAWA) Offenses

      The fourth category of crime statistics that Universities must disclose includes the following:
      1. Dating Violence—Violence committed by a person who is or has been in a social relationship of a romantic or intimate nature with the victim.
        1. The existence of such a relationship shall be determined based on the reporting party’s statement and with consideration of the length of the relationship, the type of relationship, and the frequency of interaction between the persons involved in the relationship.
        2. For purposes of this definition—
          1. Dating violence includes, but is not limited to, sexual or physical abuse or the threat of such abuse.
          2. Dating violence does not include acts covered under the definition of domestic violence.
        3. Any incident meeting this definition is considered a crime for the purposes of Clery Act reporting.
      2. Domestic Violence—
        1. A felony or misdemeanor crime of violence committed—
          1. By a current or former spouse or intimate partner of the victim.
          2. By a person with whom the victim shares a child in common.
          3. By a person who is cohabitating with or who has cohabitated with the victim as a spouse or intimate partner.
          4. By a person similarly situated to a spouse of the victim under the domestic or family violence laws of the jurisdiction in which the crime of violence occurred, or
          5. By any other person against an adult or youth victim who is protected from that person’s acts under the domestic or family violence laws of the jurisdiction in which the crime of violence occurred.
      3. Stalking—
        1. Engaging in a course of conduct directed at a specific person that would cause a reasonable person to;
          1. Fear for the person’s safety or the safety of others; or
          2. Suffer substantial emotional distress.
        2. For the purpose of this definition
          1. Course of conduct means two or more acts, including, but not limited to, acts in which the stalker directly, indirectly, or through third parties, by any action, method, device, or other means follows, monitors, observes, surveils, threatens, or communicates to or about, a person, or interferes with a person’s property.
          2. Substantial emotional distress means significant mental suffering or anguish that may, but does not necessarily, require medical or other professional treatment or counseling.
          3. Reasonable person means a reasonable person under similar circumstances and with similar identities to the victim.
        3. Any incident meeting this definition is considered a crime for the purposes of Clery Act reporting.
  3. Preparation and Disclosure of Crime Statistics
    • By October 1 of each year, notification of the new Guide for a Safe Campus is emailed to current students and employees. A hard copy of the report is available upon request to the Monmouth University Police Department. The crime statistics are also submitted to the United States Department of Education on an annual basis.
      • The Monmouth University Police Department collects its own statistics and accepts supplemental numbers from campus security authorities in their reporting roles. The Monmouth University Police Department also annually sends a request to local law enforcement agencies that have jurisdiction over some of the University’s Clery geography. Additionally annual emails are sent to each individual campus security authority at Monmouth University to ensure that all incidents have been reported for the previous calendar year.
  4. Campus Security Authorities
    1. Definition
      • The Clery Act regulations define the following persons as campus security authorities:
        1. A member of a campus police department or a campus security department of an institution.
        2. Any individual or individuals who have responsibility for campus security but who does not constitute a campus police department or a campus security department (e.g., an individual who is responsible for monitoring the entrance into institutional property).
        3. Any individual or organization specified in an institution’s statement of campus security policy as an individual or organization to which students and employees should report criminal offenses.
        4. An official of an institution who has significant responsibility for student and campus activities, including, but not limited to, student housing, student discipline, and campus judicial proceedings unless the official is exempt from being a campus security authority as set forth in this policy.
    2. Responsibilities of Campus Security Authorities (CSAs)
      1. Campus Security Authorities must report allegations of Clery Act crimes that have been disclosed to them. Allegations of Clery Act crimes can be reported on the Monmouth University Campus Security Authority Crime & Incident Report Form and submitting it to the Monmouth University Police Department. A copy of the form can be obtained from the Monmouth University Police Department. It is important to report allegations to the Monmouth University Police Department immediately because the report may be the basis for determining if there is a serious or continuing threat to the safety of the campus community which may warrant a timely warning or Hawk Safety Alert. If a CSA is unsure whether or not an incident is a Clery crime, he or she should report it.
      2. Unless a CSA is a Monmouth University Police Officer, he or she is not responsible for determining authoritatively whether or not a crime took place and should never try to apprehend an alleged perpetrator of a crime.
      3. CSAs do not have the responsibility to try and convince a victim to contact law enforcement if a victim chooses not to do so. However, if a victim does not want a report to go any further than the CSA, a CSA must explain that he or she is required to submit the report for statistical purposes, but can submit the report without identifying the victim.
    3. Examples of Campus Security Authorities at Monmouth University
      • Examples of campus security authorities at Monmouth University include, but are not limited to:
        1. President
        2. Provost & V.P. for Academic Affairs
          • Provost & V.P. for Academic Affairs
          • Vice Provost’s
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
          • All Academic Deans
          • All Associate Deans
          • All Assistant Deans
          • All Directors
          • Athletics Professor in Residence
          • Department Chairs
          • All faculty taking students on domestic and international trips
          • All faculty advisors
        3. V.P. & General Counsel
          • V.P. & General Counsel
          • Associate General Counsel
          • Director of Equity and Diversity/Title IX Coordinator
          • Director of Internal Audit
        4. V.P. for Enrollment Management
          • V.P. Enrollment Management
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
        5. V.P. for Finance
          • V.P. Finance
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
        6. V.P. for External Affairs
          • V.P. External Affairs
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
        7. V.P. & Director of Athletics
          • V.P. and Director of Athletics
          • All Directors
          • All Associate Directors
          • All Head Coaches
        8. V.P. Student Life & Leadership Engagement
          • V.P. for Student Life and Leadership & Engagement
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
          • All Directors
          • All Associate Directors
          • All Assistant Directors
          • All Area Coordinators and Residential Assistants in Residential Life
          • All Coordinators in Student Life and Student Engagement
        9. V.P. for Administrative Services
          • V.P. Administrative Services
          • All Members of the M.U.P.D.
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
        10. V.P. for Information Management
          • V.P. for Information Management
          • All Associate Vice Presidents
          • All Assistant Vice Presidents
          • All Directors
      • If you are unsure whether or not you are a CSA, please contact Amy Arlequin at 732-571-7577
    4. Examples of Non-Campus Security Authorities at Monmouth University
      • The following individuals would not meet the criteria for being campus security authorities include, but are not limited to:
        1. A faculty member who does not have any responsibility for student and campus activity beyond the classroom.
        2. Clerical Staff
        3. Professional Counselors whose official responsibilities include providing mental health counseling to members of the Monmouth University community and functioning within the scope of his/her license or certification, including, but not limited to:
          • Director of Psychological Counseling
          • Psychological Counselors
          • Assistant Director of Psychological Counseling
        4. All physicians, nurse practitioners, clinicians, coordinators in Health Services whose official responsibilities include treating, examining, and/or counseling members of the Monmouth University community and functioning within the scope of his/her license or certification, including, but not limited to:
          • Director of Health Services
          • Substance Awareness Coordinators
          • Volunteer Substance Awareness Assistants
          • University Health Clinicians
          • Consulting Physicians
          • University Nurse Practitioners
      • Individuals in Section C and D above who are not acting within the scope of their license, may be considered a campus security authority if they meet the definition. An example would be a psychological counselor who is an advisor to the student club. If an incident was reported during a club event, the individual must report as a CSA.

What Are My Responsibilities as a Campus Security Authority?

  • If an individual reporting an incident needs assistance, a CSA should explain how to get help. Let a victim know that help is available even if he or she does not want an investigation conducted. The decision to act on this option is the victim’s. However, in the midst of an emergency situation, a CSA should immediately contact the MUPD at 732-571-4444 or call 911.
  • Even if you are unsure whether an incident is a Clery crime, or even if it’s criminal in nature, you should report it. When in doubt, report!
  • Provide as much information about a criminal incident as possible to aid law enforcement and categorize the incident.
  • CSA crime reports should include personally identifying information if available. This is important for law enforcement purposes and to avoid double counting of crimes/incidents. The Clery statistical disclosures based on these reports will be kept anonymous, i.e., no personally identifiable information is disclosed in Monmouth University’s annual security report.
  • If a victim does not want a report to go any further than the CSA, explain that you are required to submit the report for statistical purposes, but you can submit it without identifying the victim.
  • If a crime is reported to you and goes no further than that, Monmouth University will not have fulfilled its obligation under the law and the campus community might not have the information they need to stay safe on campus. If the Department of Education finds that Monmouth University did not report a crime/incident in its annual security report, it can be fined and lose its federal funding, i.e., financial aid. Again: If in doubt, report!
  • Submit your crime/incident report in a timely manner. Forms can be accessed by the Office of the General Counsel or the MUPD. You may even report in an email to the MUPD.
  • Reports shall be submitted to the MUPD.

Title IXResponsible Employees

Title IX of the Education Amendments is a federal civil rights law that prohibits discrimination on the basis of sex in any educational program or activity that receives federal funding. Under Title IX, discrimination on the basis of sex has been interpreted to include: sexual assault, dating violence, domestic violence, and stalking.

Under Title IX, a Responsible Employee is any employee who has the authority to take action to redress sexual violence; who has been given the duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or other appropriate University designee; or whom a student could reasonably believe has this authority or duty. A responsible employee is required to report any incident of sexual misconduct, of which they are aware, to the Office of Equity and Diversity. Incidents of sexual misconduct include sexual assault, dating violence, domestic violence, and stalking. Monmouth University policy designates every individual employed by the University as a responsible employee.

Monmouth University affirms the right of its students to participate in a community which is conducive to learning and personal growth. In order for this to be achieved, the environment of the campus needs to be one in which students feel safe and secure in their surroundings and free to explore the variety of opportunities available to them. Acts of sexual misconduct pose a serious threat to this spirit of community, and as such, Monmouth University prohibits all forms of sexual misconduct and will endeavor to address these issues.

Reports of Sexual Misconduct should be directed to the following individuals:

Nina Anderson
Title IX Coordinator
nanderso@monmouth.edu
732-571-7577
Great Hall Room 304

Amy Arlequin
Deputy Title IX Coordinator
aarlequi@monmouth.edu
732-571-7577
Great Hall Room 304

A full version of the Monmouth University Sexual Misconduct policy can be found in the Monmouth University Student Handbook.

Monmouth University’s Anti-Hazing Policy (from the University’s Student Handbook)

Hazing

Students should be aware that hazing violates campus regulations and state law. Monmouth has a zero tolerance policy when it comes to hazing. Students and/or organizations involved in such acts will be charged under the Code of Conduct as appropriate. The following information has been prepared by the Office of Student Engagement. The information is designed to assist members of the University community in understanding University and state positions on hazing activities. The information is intended to be educational and should not be viewed as all-inclusive in its content and definitions. Specific questions should be referred to the Office of Student Engagement at 732-571-3586. 

Statement on Hazing

Monmouth University recognizes that student groups and associations including, but not limited to, clubs and organizations, fraternities and sororities, and intercollegiate or club sport teams are an integral part of the University. They contribute to the academic and social experience of the students and the Monmouth community. This relationship carries with it certain rights of the University to protect and preserve an appropriate environment in which all students and student associations may operate. As such, all students are expected to conduct themselves as responsible members of the University community and to respect their fellow citizens. Any departure from these standards as defined in the Student Handbook, the national fraternity/sorority documents, and state regulations may subject any individual(s) or group(s) to disciplinary action. 

Hazing: A Definition

Legislation in New Jersey, updated in 2019 by the New Jersey State Legislature with regard to hazing and aggravated hazing under the New Jersey Code of Criminal Justice provides the following definitions. 

§ 2C:40-3. Hazing; aggravated hazing

  1. A person is guilty of hazing, a disorderly person’s offense, if, in connection with initiation of applicants to or members of a student or fraternal organization, he knowingly or recklessly organizes, promotes, facilitates or engages in any conduct, other than competitive athletic events, which places or may place another person in danger of bodily injury.
  2. A person is guilty of aggravated hazing, a crime of the fourth degree, if he commits an act prohibited in subsection a. which results in serious bodily injury to another person.

Monmouth University Office of Student Engagement define hazing as: 

  1. Any action or situation, on or off campus, which includes any mental or physical requirement, request or obligation placed upon any person (pledge, new member, associate member, member, affiliate, guest) which could cause discomfort, pain, fright, disgrace, injury, or which is personally degrading or which violates any federal, state or local statute/law or University policy, and
  2. Upon which the initiation, or admission into, or affiliation with, or continued membership in an organization is directly or indirectly conditional. 

Furthermore, 

  1. No person shall participate in the hazing of another. 
  2. No student or advisor shall knowingly permit the hazing of another. 
  3. No student or advisor shall fail to report hazing. 
  4. The negligence or consent of the student/participant or any assumption of risk by the student/participant is not a defense to any action brought pursuant to this policy. 

The following offices are available to you as a resource to report allegations of hazing: 

  • The Office of Student Engagement 732-571-3586 
  • The Office of the Vice President for Student Life and Leadership Engagement
    732-571-3417 
  • The Office of the General Counsel 732-571-3598 
  • The University Police 732-571-4444 

Examples of Hazing

Depending upon circumstances, these activities have at one time or another been construed as hazing by the courts and/or institutions of higher education. Such actions are often required or implied as conditions of inclusion or exclusion from a group, formal or informal. Thus, hazing may be perpetrated by individual(s), individual against group, or group against individual.

  1. Requiring calisthenics such as sit-ups, push-ups, running, or any form of physically abusive exercise. 
  2. Forcing, requiring, or endorsing consumption of alcoholic beverages or any other drug. 
  3. Requiring the ingestion of an undesirable, unwanted substance (e.g., spoiled food, drink concoctions, etc.). 
  4. Requiring the carrying of items, such as rocks, bricks, or pumpkins. 
  5. Scavenger hunts, treasure hunts, road trips, kidnappings, drop-offs, or any other such activities. 
  6. Morally degrading or humiliating games and activities such as requiring members to sing in public or act like animals. 
  7. Assigning or endorsing pranks such as borrowing or stealing items, painting property and objects, or harassing other individuals or groups. 
  8. Deprivation of sleep. 
  9. Blindfolding or hand-tying. 
  10. Verbal harassment including yelling and screaming. 
  11. Requiring any personal servitude such as running errands. 
  12. Line-ups, kangaroo courts, or any interrogations not consistent with legitimate testing for information about history, purpose, or direction. 
  13. Requiring new members to wear publicly, apparel that is conspicuous and/or not normally in good taste.
  14. Requiring new members to be branded. 
  15. Requiring new members to answer phones or doors with chants, riddles, songs, or rhymes. 
  16. Deceptions and/or threats contrived to convince the new member he or she won’t be able to join the organization. 
  17. Conducting activities that do not allow adequate time for study or sleep. 
  18. Requiring new members to enter the house or building through a side door or entrance not normally used to enter. 
  19. Requiring new members to yell when entering or leaving the house or building. 
  20. Work projects without the participation of the full membership. 
  21. Any action which would be perceived as inflicting physical abuse/harm to an individual, for example, paddling or throwing things at new members. 

Please note: This list by no means covers all activities and actions that can be considered hazing. Should you have questions or desire clarification of any of these items, please contact the Office of Student Engagement: stop by the Student Center, second floor office suite, or call 732-571-3586. 

Approval of New Member Activities for Fraternities and Sororities

The Office of Student Engagement recognizes that while the University policy regarding hazing attempts to set appropriate standards for new member activities that support the state’s laws against hazing and the University’s standard of conduct, it is impossible to list every possible new member activity.

Thus, it is recognized that the list of prohibited activities in the policy by no means covers all activities and actions which can be considered hazing.

Therefore, in order to prevent organizations from engaging in acts of hazing, while not overly restricting organizations from engaging in new member activities (which would not violate the principles of the institutional policy on hazing), the Office of Student Engagement has established the following approval process: 

  1. If an organization is unsure whether a certain activity is permissible or if it believes that a planned activity technically violates the policy list of prohibited activities but should not be banned as a violation of this policy, it should be submitted no later than two weeks prior to the start of the new member process as a written request for approval of the proposed activity to the Office of Student Engagement. 
  2. The written request for approval shall set forth a full description of the nature of the proposed new member activity. 
  3. The Office of Student Engagement will quickly review each written request and inform the organization in writing whether its request has been approved. The Office of Student Engagement shall have authority to request further information or clarification and to place any appropriate conditions it believes necessary upon any such approvals. 
  4. If the request is approved, the organization and its members will not be charged with hazing for such new member activity so long as the new member activities conform to the description set forth in the written request and any conditions imposed by the Office of Student Engagement. This protection will not apply for any activity that takes place prior to the receipt of approval from the Office of Student Engagement or for any activity that falls outside the scope of the written request for approval or any conditions imposed thereon. 
  5. This procedure is subject to revocation if the Office of Student Engagement determines that it is not operating in the best interests of the University community.

Event Planning

Things to Consider When Planning an Event

Activities and all events must be approved through The Office of Student Engagement by submitting a request online.

When student organizations are planning an event, there are a number of items to be considered.

If you are planning a travel program, please refer to the Student Organization Travel Checklist

Events may be requested in a virtual, in-person, or hybrid format and approved based on COVID-19 Health and Safety Guidelines.

Is This Event for Us?

  • Is this something that will be of interest for the audience you hope to attract or does it appeal to only one or two members of your group?
  • Has this or something similar been done in the past? What were the results?
  • Is this an event that will enhance the group’s image?
  • Do we have enough people within our group to pull this off and is everyone committed to the idea?
  • What does our advisor think?
  • Is there another club or organization that we could so-sponsor with to help with some of the cost/man power?
  • Will we open up the event to off campus community?
    • And if we do, what approval and requests will be required?

What about Our Finances?

  • How much will it cost to put on this event?
  • Will there be a fee for a speaker or performer?
  • Will we have to pay for food, sound, lights, audio-visual equipment, a DJ, University police?
  • What about publicity expenses? (i.e. posters, flyers, etc.)
  • Do we have enough money in our budget to cover expenses even if we don’t make money from ticket sales?
  • Could we apply for co-sponsorship, Weekend Warrior Grant, Inclusion Grant, or Beyond the Classroom Grant?
  • Will we charge an entrance fee? And or sell tickets ahead of time?

How Will We Publicize?

  • Who is our target audience?
  • How will we advertise to reach this target audience?
  • Have we reviewed the campus advertising policy?
  • Will we promote this off campus?

Will We Be Able to Do This Event?

  • If it is something other than a meeting, have we met with the Office of Student Engagement to get approval for and assistance with the event?
  • Once we have approval, is there a facility we can use to have this event? Do we have a confirmed reservation for the facility?
  • Do we need to place a food order with Gourmet Dining?
  • Are there other events happening that night/day that could adversely affect our attendance?
  • Who will be responsible for placing all the work orders (for tables, chairs, etc.) and requests for police, food and/or audio-visual equipment?
  • Who will assure that cleanup is done?
  • Who will be the advisor on duty for your event?
  • If the event is off campus there are different timelines and regulations to be followed students will either meet virtually or in-person with an Office of Student Engagement staff member to review the requested activity.

Quick Checklist of Who to Talk to When

Regulations for Student Events

Activities and all events must be approved through The Office of Student Engagement by submitting an online request for student clubs/organizations activities.

These regulations have been designed as general guidelines for all parties, shows, special events and other events sponsored by student organizations and held on campus. These regulations may be modified by the Office of Student Engagement based on the nature of the event. Items taken into consideration include, but are not limited to, the size of the audience, whether the event is open to the general public or not, and if the organization has successfully presented the event in the past. Events and activities approval will also take into account current CDC, State and University health and safety guidelines. Student organizations will be informed of any modified regulations when meeting with the Office of Student Engagement.

  1. All organizations requesting to sponsor a dance, show, fundraiser or other event, must complete the online request form and will be contacted to schedule a meeting with the director of Student Engagement or a member of the staff to seek approval for the proposed activities. This should be done well in advance of your program. No facility reservations will be approved until this meeting takes place. The director of Student Life logistics will assist you in finding a place and time for your event and assist you in reserving the facility.
  2. No advertisements may be made until the event has been approved; then all advertisements must be approved and stamped before they can be placed in approved locations.
  3. Events must end by 1 a.m. Starting and closing times for parties must be included on advertisements.
  4. The decision to assign any police or safety officers to student events is determined by administrative officials in conjunction with University Police.
    • In general, if it is determined that an officer or officers be present for an event, the following guidelines are used:
      • Events open to Monmouth University students and their guests must have a minimum of one (1) Monmouth University Police or Safety Officer present.
      • Events open to Monmouth University students and students from other colleges or universities must have a minimum of two (2) Monmouth University Police or Safety Officers present.
      • Events approved to be open to the general public must have a minimum of three (3) Monmouth University Police or Safety Officers present.
    • The required amount of police or safety officers may vary due to the anticipated crowd and/or nature of the event, i.e. concerts with public ticket sales, dances, parties, step shows, open talent shows, events where alcohol will be served, date or time of the event, and other circumstances. Generally this decision will be made in advance of the scheduled date of event. The police or safety officers will be paid for by the sponsoring organization, and the Office of Student Engagement will arrange for the police or safety officers to be present. With regards to certain events, such as Homecoming and Winter Ball, the University will continue to assess the security needs based upon tickets sales and/or the sales and distribution of alcoholic beverages. Parties/dances open to other schools or the general public may have additional requirements that will be discussed during a required meeting with the Office of Student Engagement.
  5. The organization’s advisor or chaperone must be present during the entire function. This person must be a member of the Monmouth University faculty, staff or administration.
  6. The sponsoring organization must ensure staffing at the door during the entire event. All individuals working the event must be Monmouth University students or staff.
  7. If the organization is planning on hiring any outside vendor or entertainer (i.e. band, DJ, etc.), the organization’s advisor or the Office of Student Engagement must call to request a contract. 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. All contracts must be reviewed by the Office of the General Counsel and revisions made as requested by the Office of the General Counsel. Only the Vice-President for Student Life and Leadership Engagement may sign the contract for a student organization. The Office of the General Counsel may also require that the outside vendor or entertainer provide a certificate of insurance evidencing insurance coverage which lists Monmouth University, its trustees, officers, directors, employees, agents and students as additional insureds.
  8. All Monmouth University students must present their University ID upon entering.
  9. When guests are permitted, Monmouth University will admit only those guests who are 18 years or older and possess a valid University ID. Sponsoring organizations, with prior approval, may invite Monmouth University students and students from surrounding colleges. Students visiting from neighboring colleges must present a current student I.D. and leave it at the entrance desk. Any Monmouth University student may register a guest not from another college but must assume responsibility for their guest’s behavior. The guest must be 18 years or older and present a valid driver’s license or other valid and current state or military issued identification card. The guest(s) must also be signed in by a Monmouth University student. There is a maximum of two (2) guests per Monmouth University student. Failure to adhere to this policy will prohibit any and all guests from attending the event. The University or the sponsoring organization has the right to limit an event to one or no guests.
  10. Student organizations sponsoring functions must conduct a visual inspection of all people entering the event. This may require asking their guests to open bags, pocketbooks, etc. Physical searches will not be required; however, metal detectors may be utilized upon request of the sponsoring organization and/or the Monmouth University Police Department. The sponsoring organization is responsible for supervision of the bathrooms, stairwells, and event area in the Rebecca Stafford Student Center. Extra Student Center staff may be deployed at the discretion of the director of Student Life logistics & Student Center operations for overall supervision.
    The expense for the extra staff will be charged to the sponsoring organization.
  11. There must be adequate lighting, minimal lighting kept on in Anacon Hall (or other event location) at all times so as to ensure the safety and security of all.
  12. Sponsoring organizations must be fully aware that they will be held accountable for any/all costs that are incurred by the University as a result of unruly behavior during their sponsored event.

Procedures for Reserving Rooms and Facilities

Activities and all events must be approved through The Office of Student Engagement by submitting a request online.

If needed, the Office of Student Engagement will give you specific guidelines to follow for your activity based on CDC, state and University guidelines for the 2022-2023 Academic year.

Student organizations may reserve facilities by submitting a request online for approval of and assistance with scheduling the event.

The following are specific procedures for reserving and using facilities/equipment on campus:

Rebecca Stafford Student Center and all other facilities:

  1. Reserve room with Central Scheduling. Events, other than meetings, must be approved by the Office of Student Engagement, and the form must be signed by the organization’s advisor. All reservations should be made at least one month in advance. (Fraternity/Sorority Chapters must have campus events approved by the associate director of Fraternity and Sorority Life).
  2. Set-up in the Rebecca Stafford Student Center: Please see the director of Student Life logistics & Student Center operations to discuss the room set-up (Student Center only) at least two weeks prior to the event.
  3. Set-up in Other Areas: All requests for set-ups must be made directly to Facilities Management on a MU Facilities Management Service Order available online through the University website. Any extra Facilities Management expenses may be billed back to the sponsoring organization.
    • Audio-Visual Needs: Audio Visual needs must be obtained by an advisor e-mailing the Help Desk at helpdesk@monmouth.edu . This should be done at least ten days in advance.
      1. If the event is outside or requires extensive audio and visual needs please see of the Office of Student Engagement at least 3 weeks prior to your event.
  4. Food: If the sponsoring organization wants to have food at the event, the food must be provided by Gourmet Dining Services. Gourmet is the exclusive food contractor (see p. 18 for more information) for the University. They can be reached at x5678 (off-campus 732-263-5678).
  5. University Police: If it is determined by Student Life/University Police that an officer will be needed at the event, contact University Police at least two weeks prior to the event. The Office of Student Engagement will assist in arranging officers for your event. The organization must pay for the required officer(s).
  6. If the assignment of an additional Building Manager or Facilities Management personnel is deemed necessary by the director of Student Life logistics & Student Center operations, the sponsoring group will be responsible for the additional expense.
  7. All organizations are expected to leave the facilities in a clean condition and to place trash in proper trash receptacles. Smoking is only allowed in properly designated places on campus (at least 25 feet from the entrance to any building). Alcohol is only allowed at licensed events with the proper control mechanisms in place. Organizations are responsible for their members’ and guests’ behavior.
  8. Each semester, clubs are limited to reserving (2) general meetings until their roster is submitted. Rosters are not considered ‘received’ until the first day of school.
  9. Once the roster is on file, the remainder of the semester’s general meetings can be scheduled.
  10. Meetings that are not general club meetings are considered special events. Student clubs must be approved by Student Engagement prior to confirmation of event. To request an event, please complete the Request for Student Club / Organization Activity. You will be contacted by the Office of Student Engagement.

Organizations are expected to follow all campus regulations when using facilities. Failure to do so will result in the loss of the groups’ facilities usage privileges.

Capacities for Commonly Used Rooms

Capacity may vary to meet the CDC, State, and University Guidelines during 2022-2023 if needed

Anacon Hall500 (capacity will be less with a banquet set-up)
Anacon A250 (capacity will be less with a banquet set-up)
Anacon B250 (capacity will be less with a banquet set-up)
Pollak Theatre716 (no food or drink allowed in this venue)
Bey Hall Auditorium100
The Great Hall Auditorium225 (no food or drink allowed in this venue)
Student Center 202 RoomsApproximately 20
Magill Club Dining Room65
Carol Afflitto Conference Room35
OFBC4100
Blue & White Club150
Pozycki Hall 115150

Sponsoring Events Off-Campus

Recognized student clubs and organizations that want to sponsor an open event at an off-campus location must receive approval for the event through the Office of Student Engagement. Please be advised that approval may ultimately require, at a minimum, a contract with the location signed by the Vice President for Student Life and Leadership Engagement and transportation provided for attendees. The requirements will be based on the event and discussed with the Office of Student Engagement.

If an SGA funded club or organization, or an organization planning on using fundraised MU account money is looking to do a private event for their organization at an off-campus location, please meet with the director of Student Engagement to discuss details and needs. In some cases, a contract or other items may still be required based on the nature of the event.

The Student Organization Travel Checklist

What to Do When a Business Wants Your Members to Sign a Release or Waiver for an Activity

Should your organization members be asked by an outside business to sign a waiver or release for a program or activity in which they would participate, please send a copy of the waiver/release to the Office of Student Engagement so they can have it reviewed by the Office of the General Counsel before the club members sign it. The goal is to make sure that the members understand what they are signing and attempt to negotiate revisions that might be of significant concern. Please also see page 28.

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 Engagement to obtain the link to the online training program. Please also see page 28.

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 Engagement 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 Engagement 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 by completing the online request form and meeting with the director of Student Engagement. The activity must be approved through the Office of Student Engagement. 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 Engagement 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 Engagement 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).
  10. Do not hang any decorations on the stage curtains. They can be easily damaged and the replacement cost is very high. When hanging any decorations in the auditorium, be careful not to hang them in such a way that could take off paint, create holes, etc. All tape must be removed from the stage floor and theatre walls. Your organization will be charged for any damages.
  11. Do not use confetti, glitter, or similar materials.
  12. Smoke machines or any type of smoke; not limited to haze, fog, smoke, in any form may only be used with prior permission and proper fire safety personal on site.
  13. Your organization is responsible for cleaning and properly disposing of any decorations you use for your event.
  14. When your event is over and you have restored the theatre to proper order, you must contact University Police at 732-571-4444 or ext. 4444 to lock the theatre. Wait for an officer to arrive. Do not leave the theatre without it being locked.

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 distributer 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 Engagement.

Soliciting/Canvassing

  1. All groups (students and off-campus) wishing to solicit/canvass on campus must register through the Office of Student Engagement to approve or disapprove the request, in consultation with appropriate University personnel, when necessary. If it is disapproved, an appeal may be made in writing to the Vice President for Student Life and Leadership Engagement. Final decisions will be based on appropriateness and availability of space in the Student Center or campus.
  2. Solicitation is defined as the selling or distribution of a product, service, or information (e.g., leaflets, surveys, petitions) or as the collection of monies unrelated to college business. All bake sales and raffles by student groups must be authorized by the Office of Student Engagement.
  3. Permission to solicit does not constitute an endorsement or guarantee of any product, service, or information by Monmouth University.
  4. Any use of the Monmouth University name, either directly or indirectly, must be approved by the President of the University. Contact the Office of Student Life for assistance.
  5.  The seal of the University may never be used for solicitation or canvassing purposes.
  6. A table reservation form, available online, must be filled out at least two weeks in advance with the Student Engagement Office. The table will be reserved on the first floor of the Student Center. The space is limited and is subject to availability.

Exceptions may be considered for solicitation in other areas on an individual basis. Normal times are Monday through Friday, 9 a.m. to 3 p.m. Exceptions may be granted by The Student Engagement Office in conjunction with the Vice President for Student Life.

Soliciting and Commercial Enterprises

No general soliciting or canvassing is permitted in the residence halls. The presence of unauthorized persons soliciting any kind of product, service, or merchandise or attempting to collect money for such should be reported immediately to the Monmouth University Police, residence hall staff, and the associate vice president for Student Life. Also, any person who approaches a student with the intent to use that student in any intended solicitation should also be reported immediately. The latter often occurs over the telephone. The solicitation for sale and/or delivery of alcoholic beverages in, to, on, or around residence hall premises and buildings is prohibited. This includes such by both students and any retail or wholesale distributor, whether on residence hall premises or off campus (e.g., by telephone). State law and local ordinances prohibit the use of student residence hall rooms for commercial purposes. Students are to use their rooms for living purposes only. The use of a University or residence hall address, or the use of a residence hall room, for the purpose of conducting any commercial enterprise or the listing of such a business address is prohibited by both law and University policy.

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 Engagement. When selling a product with a Monmouth University logo, the product must be purchased from a licensed vendor. To review the full Visual Identity Guidelines or for assistance with using any University logos, please contact the Office of Student Engagement.

  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 Engagement 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

Food Trucks

Financial Information

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.

Requesting a Budget from SGA

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 Engagement 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

* May be updated as needed by the Student Government Association

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 Engagement 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 Engagement.
  2. 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 Engagement 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.
  3. 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.
  4. 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.
  5. 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.
  6. 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 Engagement 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 Engagement.
  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.

** OSA/SGA reserves the right to review student/club expenses when a concern regarding annual funding, SEF/SCF/TFR arises

Students, clubs and organizations are always encouraged to contact OSA/SGA when they have a funding question.

For more information call OSA at 732-571-3586, SGA at 732-571-3484 or email sgabudgets@monmouth.edu for budget related questions or sgaeventfunding@monmouth.edu for SEF/SCF/TRF related questions.

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 to be emailed, for a form please contact activities@monmouth.edu. 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 second 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 Engagement 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 Engagement at 732-571-3586. The co-sponsorship programs offered are:

General Co-Sponsorship Fund Request

Application for this co-sponsorship fund is available online at the Office of Student Engagement website or at the Office of Student Engagement. Amount of funding is determined by the Office of Student Engagement.

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. Funding amounts may differ based on if the program will be on a weekend or week day. The Office of Student Engagement 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.

Fundraising, Raffles, & Games of Chance

No student or group may solicit funds or items for its own use or for any community or charitable purpose without permission of the Vice President for Student Life and Leadership Engagement and the Vice President for University of Advancement. The Office of Student Engagement will be happy to assist students in obtaining permission to raise funds for their use or a charitable purpose. Monies raised must be deposited in campus accounts immediately after the fundraiser, and proof of deposit will be required.

The Office of Student Engagement and the Student Government Association encourage all student organizations to actively raise funds for their organization’s use. In order to assure that any fundraising activities are not considered suspect with regard to prize distribution or financial misappropriations, all student organizations are required to adhere to these fundraising guidelines.

  1. All student organizations interested in raising funds via sales or contests must complete an online Request for Student Club/Organization Activity on the Office of Student Engagement’s portal page to gain official approval and table/building space.
  2. You will be contacted by the Office of Student Engagement staff to review plans and discuss expenses. Raffles require a license from the Borough of West Long Branch. The Office of Student Engagement can assist you with the application. Applications may take up to eight weeks to approve.
  3. Once the fundraiser takes place, the organization must inform the Office of Student Engagement as to who won the contest or raffle and/or to report revenue earned from the fundraiser. This information is for the Office of Student Engagements’ records only. Student organizations will not be able to continue fundraising events until this information is provided. Also, failure to report fundraiser amounts may result in denial of future funding for organization projects.
  4. No student group may solicit funds or items from off-campus sources for its own use or a charitable purpose without permission from the Vice President for Student Life and Leadership Engagement and the Vice President for University of Advancement. The Office of Student Engagement will be happy to assist students in obtaining permission to raise funds for their use or a charitable purpose.

Monmouth University Raffle Policy Checklist

  • To Obtain a License
    • Print out and complete four copies of Raffle or Bingo License. Bring the copies to the Office of the General Counsel, located in The Great Hall, Room 304. The license must be signed by a Vice President and notarized after it is approved by the Office of the General Counsel.
    • Sign out the University’s Legalized Games of Chance Control Commission Registration Certificate from the Office of the General Counsel. Bring original certificate to the municipality of West Long Branch with application.
    • Attach the applicable fees to the application. Amounts can be found in Attachment A of the University’s Raffle Policy.
    • Ensure that the municipality will provide printers certificate. Tickets can be printed in the Monmouth University copy center.
  • Once a license is Obtained
    • A Member in Charge must contact the Controller’s Office for an object code. Raffle proceeds must be deposited in a separate account.
    • Ensure that all advertisements include the requirements set forth in the policy.
    • Display a sign that reads: “Is gambling a problem for you or someone in your family? Dial 1-800-GAMBLER” at the place where the game of chance is being conducted or at the location where the raffle tickets are being sold. The Office of the General Counsel shall provide the sign upon request.
    • Deposit all net proceeds through the Department of Financing into an account with object code 05105. The games of chance account, where net proceeds are deposited, is Ocean First Bank, 308 West Main Street, Freehold, New Jersey 08828.
  • After Game of Chance is Conducted
    • Obtain raffle report. Complete and send to Office of the General Counsel for approval. The report can be emailed to Sandy Kosinski, director of Internal Audit, at skosinsk@monmouth.edu. After approval, the report will be signed by a vice president and notarized. The General Counsel’s office will send report to the LGCCC.

All copies of raffle applications, raffle licenses, and raffle report of operations shall be provided to the General Counsel’s office. Failure to abide with the policy or file timely report of operations may subject the applicable group or department to be prohibited from applying for and conducting further raffles.

If you are unsure whether or not you need to obtain a license or if you have any questions regarding the Bingo and Raffle Procedures, you should contact the General Counsel’s Office at 732-571-3598. If the University is found in violation of the relevant statutes, rules, and regulations, it can be fined up to $7,500 for the first offense and up to $15,000 for the second and subsequent offenses. The University could also have its LGCCC Registration suspended or revoked.

Purchasing Items from Off-Campus Vendors

Prior to purchasing something, the organization should check with the Office of Student Engagement to determine if a Purchase Requisition is required. If so, that is the only way the items can be purchased. The University cannot reimburse someone after the fact when the item should have been purchased through the Purchase Requisition. See below for more information:

Prior to purchasing any items, the student organization should confirm that it has the funds available and that this is a proper use of its budget as per the group’s budget request to the SGA (if applicable).

For purchasing items such as, but not limited to, clothing for the group as advertisement or to sell, printed items, novelty items, equipment, etc. From websites, catalogs, and local or out of area vendors, the organization must complete the Request for Use of University Account Funds next, a completed copy must be returned with the advisor’s signature to the Office of Student Engagement, who will then process a purchase requisition prior to you placing an order. The correct procedure is as follows:

  • Speak to the company to obtain a “quote” for the item but not to order the item. Quotes over a certain dollar amount may require bids from other companies.
  • Complete a “Request for Use of University Account Funds” online.
  • Have the president or treasurer and the advisor sign off on the form and return it to the Office of Student Engagement.
  • The Office of Student Engagement will process the paperwork and have the Purchasing department process a purchase requisition for the company and officially order your item(s).
  • Once you have received the items, give an invoice or the packing slip (particularly for items shipped to you) to the Office of Student Engagement. The office will notify the Purchasing Department to pay the vendor.

Shoprite is one of the vendors in the area on a system of Quick Orders with the University.

This means that the person making the purchase can present the Quick Order in lieu of money. The Request for Use of University Account Funds is available at the Office of Student Engagement as well as on the portal. The completed request, with president or treasure’s signature and advisor’s signature must be returned to the Office of Student Engagement. The secretary will complete a Quick Order form for the organization. The purchaser takes the completed Quick Order to the local store. At checkout time the purchaser will leave the top copy of the Quick Order with the vendor and return all other copies and the receipt to the secretary in the Office of Student Engagement for payment processing. Purchases are tax-exempt.

It is recommended that the organization check with the Office of Student Engagement to determine the best way to purchase items. It is not recommended that student purchase items and then try to get reimbursed. Reimbursement requests will be turned down for any of the following reasons: if the item was supposed to be purchased through a purchase requisition, if there is not an original itemized receipt, if it is not proper use of organization funds per the SGA guidelines, if the organization does not have the money to pay for the reimbursement or if the president/treasurer and advisor did not agree to the reimbursement. It is always better to use the University quick order or purchase requisition system.

Failure of a student organization to return receipts and form copies to the Office of Student Engagement and failure to notify Purchasing after receipt of merchandise will result in the loss of Quick Order/Purchase Requisition use.

Obtaining Tax Exempt Forms

If you are shopping off campus at a vendor/store that does not take a University quick order, you can obtain a tax exempt form to take with you so you do not have to pay for taxes. These forms are available through the Accounts Payable Department. To request a tax exempt form for a store, please provide the following information to the Office of Student Engagement: Name of Store, Street Address, City, State, Zip Code, and Purpose of Purchase. The Office of Student Engagement will request the tax exempt form on your behalf. Please allow 1 week notice prior to shopping for this form. When you go shopping, most stores will keep the tax exempt form for their records.

Publicity

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.

ExperienceMonmouth: mobile-app, free to download from any Android or Apple store. Please send all descriptions, event flyers, and details for your event to be put on the app at least 72 hours prior to your event to activities@monmouth.edu.

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 Engagement 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. 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 Engagement. 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.

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 Engagement 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 Engagement 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 TVs (located in the café and hallway), please submit your event flyer as a JPEG to jdustman@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/Page guidelines 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 Engagement 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 Engagement for suggestions of these materials.

Soliciting/Canvassing

  1. All groups (students and off-campus) wishing to solicit/canvass on campus must register through the Office of Student Engagement to approve or disapprove the request, in consultation with appropriate University personnel, when necessary. If it is disapproved, an appeal may be made in writing to the Vice President for Student Life and Leadership Engagement. Final decisions will be based on appropriateness and availability of space in the Student Center or campus.
  2. Solicitation is defined as the selling or distribution of a product, service, or information (e.g., leaflets, surveys, petitions) or as the collection of monies unrelated to college business. All bake sales and raffles by student groups must be authorized by the Office of Student Engagement.
  3. Permission to solicit does not constitute an endorsement or guarantee of any product, service, or information by Monmouth University.
  4. Any use of the Monmouth University name, either directly or indirectly, must be approved by the President of the University. Contact the Office of Student Life for assistance.
  5. The seal of the University may never be used for solicitation or canvassing purposes.
  6. A table reservation form, available online, must be filled out at least two weeks in advance with the Student Engagement office. The table will be reserved on the first floor of the Student Center. The space is limited and is subject to availability.

Exceptions may be considered for solicitation in other areas on an individual basis. Normal times are Monday through Friday, 9 a.m. to 3 p.m. Exceptions may be granted by The Student Engagement office in conjunction with the vice president for Student Life.

Soliciting and Commercial Enterprises

No general soliciting or canvassing is permitted in the residence halls. The presence of unauthorized persons soliciting any kind of product, service, or merchandise or attempting to collect money for such should be reported immediately to the Monmouth University Police, residence hall staff, and the associate vice president for Student Life. Also, any person who approaches a student with the intent to use that student in any intended solicitation should also be reported immediately. The latter often occurs over the telephone. The solicitation for sale and/or delivery of alcoholic beverages in, to, on, or around residence hall premises and buildings is prohibited.

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 Engagement 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 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 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 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 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. These policies may change based on CDC, State and University Health and Safety Guidelines.

  1. All advertisements must be approved and posted by the Office of Student Engagement Monday through Friday, 8:45 a.m. to 5 p.m. Any items not stamped or hung by the Student Center staff will be removed.
  2. Materials posted cannot exceed 18 inches x 24 inches.
  3. The Student Center staff will post all advertisements. Advertisements dropped off at the Student Engagement office 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 two 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 (e.g., roommate wanted, room for rent, etc.).
    • (1) Items for sale and help wanted.
    • (1) Off-campus events.
    • (1) Miscellaneous ads (e.g., LSAT, GMAT, educational trips, etc.).
  6. Posting is NOT permitted on the exterior of the Student Center or on or around the glass exterior of the Student Center doors, unless pre-approved by director of Student Life logistics & Student Center operations.
  7. 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.
  8. There will be no posting of notices or fliers that support or endorse candidates for political office.
  9. Use of any bulletin board or authorized advertising space in the Student Center does not constitute an endorsement or guarantee of any product, service, or information by the Student Center or Monmouth University.
  10. Table tents must be approved by the Office of Student Engagement. Please contact the office in advance for guidelines for the table tents.

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 Services, 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.