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Club and Organizations Resources

At Monmouth University student clubs and organizations play an important role within campus life. The Office of Student Engagement is here to encourage learning, growth, and development for all of our students and strive to create thoughtful, compassionate, and driven leaders in the community. 

Additionally, the office provides different resources to clubs and organizations. All student clubs and organizations and their members are subject to the universities policies and procedures. All information on this page is to support the many groups we have on campus.

Commonly Used Forms

How to Guides

Intro to Use of Club and Organization Funding

Use of Club and Organization Funding – Prohibited Purchases/Expenses

Use of Club and Organization Funding – Food and Meals

Student Groups

Student Club/Organizations Important Dates and Deadlines

Student Club/Organizations Important Dates and Deadlines

Involvement Fair: September 11

Executive Board Retreat: September 13 and December 4

Roster Due Date: September 13

Advisor Retreat: September 25

The Big Event: November 9

Monmouth Leads: February 22

Room Reservations

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 directly on Etrieve. Please allow 48 hours for a response.

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

Event Planning: Step-By-Step Guide

The Office of Student Engagement team has created a guide with event planning tips. The tips will cover topics such as goals and objectives, selecting the date/time/location, establishing a budget, procurement/purchasing, logistics, marketing plan, event agenda, last minute details, and evaluation. We also meet with student organizations to assist them with event planning by appointment.

  1. Plan Ahead!
    1. You should be thinking about big events for your organization at least 1 semester ahead of time in order to have sufficient time to request funds and complete all the necessary steps for your event to be a success.
  2. Review Funding
    1. Once you have been allocated funds, you can start planning the details of your event.
  3. Think about the details of your event
    1. Where are you planning to host your event?
    2. Will you be bringing in an outside performer/vendor/contractor for your event?
    3. Will there be food and drinks at your event?
    4. How many students will be attending the event?
    5. Will you need additional items for your event such as chairs, tables, A/V, etc.?
    6. Will there be minors at your event?
    7. Will there be individuals outside of the Monmouth community in attendance?
    8. Will you be going off campus for this event?
  4. Decide how many people you believe will attend your event
    1. Consider the number of attendees when reserving a space on campus.
  5. Reserve a space
    1. One of the biggest priorities is to reserve a space for your event. We recommend that you reserve space no later than 4 weeks before your event. If you are expecting a large number of attendees at your event and are hoping to reserve a large event space, we recommend you reach out to University Events as early as possible. To request space for various locations on campus, the contacts are listed below:
    2. For off-campus events, please see the section below entitled Off-Campus Events.
  6. Decide if you are bringing a contractor to campus
    1. If you are bringing in an outside performer/vendor/contractor for your event…
  7. Decide if you are having food or drinks at the event
    1. If you are planning to have food and drinks at the event, you must use Gourmet Dining.
  8. Create an event on Experience Monmouth
    1. Please allow up to 2 weeks for your event to be processed.
      1. Submit your event listing.
  9. Schedule an Event Support Meeting (if applicable)
    1. You will be contacted if more info/support is needed for approval.
  10. Decide what additional needs you may have for your event
    1. If you need chairs, tables, or other rental equipment, include that information when you reserve space
    2. If you hope to use audio or video equipment at your event
  11. Market your event to the Monmouth community
    1. Once your event has been approved and you have completed the necessary steps above, you can begin actively planning your event and marketing it
  12. Enjoy your event!
  13. Reflect and plan for the future
    1. It is always a good idea to gather as a group and reflect on an event after it happens. This can be beneficial for the group to review what went well and what could be improved upon for events in the future.
Event Planning Timeline
To Do ListTimeline
Having Program Idea
Anticipated Costs
Are Volunteers Needed
Submitting Event
Reserving Room
Are Contracts Needed
Identifying What Services Are Needed
Are Tickets Being Sold
At least 6 weeks before the event
Work Orders
Confirm Items Listed Above
Marketing
Event Setup
Are Waivers Needed Prior to Event
At least 1 month before the event
Obtaining Volunteers
Verifying Contracts
Developing a task list/checklist/timeline for day of
Confirm all Facilities, Media Operations, and Other Requests
2-4 weeks before the event
 Date of event
Capacities for Commonly Used Rooms
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
Carol Afflitto Conference Room35
OFBC4100
Blue & White Club150
Pozycki Hall 115150

General Recognition Guidelines for All Student Clubs and Organizations
  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 Monmouth Leads hosted during the spring semester. It is encouraged for organizations to attend predetermined leadership workshops such as Hawk Leadership Academy and E-Board Socials. Information will be distributed in your fall and spring information packets, and via email to the president and advisor.              

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:

Financial

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 middle 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 the 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 come from a percentage (approximately 17%) 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 (SF) 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 (SF, 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.

  1. Funding Eligibility
    • 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.
  2. 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.
  3. Funding Policies
    • 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 $50.00 per day (Breakfast no more than $15.00, Lunch/Brunch no more than $15.00, and Dinner no more than $25.00) 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 $15.00 per item, outerwear costs to $25.00 (long sleeve shirts), and $40.00 for (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.Student and or Clubs and organizations must adhere to all funding procedures and guidelines set by the Office of Student Engagement.
      13. Student and or Clubs and organizations must adhere to all funding procedures and guidelines set by the Office of Student Engagement.
  4. 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.
  5. Polices Applicable to Specialty Funding (SF, SCF, TFR) only
    1. Clubs that receive an annual budget are not eligible to apply for Specialty Funding, which includes Special Event Funding (SF), 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 $3,500 for Specialty Funding per request with a cap amount of $7,000 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.
  6. Policies Applicable to only Special Funding (SF)
    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 Funding (SF) in amounts not to exceed $3,500 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.
  7. 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 $3,500 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.
  8. 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 a matching grant program that requires applicants to show proof of funds raised toward an intended trip. TFR awards are limited to $3,500 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.

OSE/SGA reserves the right to review student/club expenses when a concern regarding annual funding, SF/SCF/TFR arises.

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

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

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.

Experience Monmouth: mobile-app, free to download from any android or apple store. You will find the Submit an Event tab on the Student Engagement website, or visit the form directly, to submit an event. If needed 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 continues to publish a Club and Greek page, announcing the news or upcoming events of any and all student activities. Ideas and/or club business can be placed in the suggestion boxes, which will be placed on the first and third floors of the Student Center, or through the Event Coverage page on our website at http://outlook.monmouth.edu. Call 732-571-3481 for more information.

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

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 TV’s (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 on page 10 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.

Student Club and Organization Handbook

To assist your student group with the policies and procedures of Monmouth University, we have put together the Student Club and Organization Handbook. 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.

Information for Advisors