Fa l l 2 0 2 1 -S p r i n g 2 0 2 2 S t u d e n t O rga n ...

Student Organization Handbook

Fall 2021-Spring 2022Please note that parts of this handbook may change throughout the academic year If any changes

occur student organizations will receive emails from the Office of Student Life with updates

0

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Greetings Student Leaders and Student Organizations

This handbook was created to provide guidance and resources to all student organizationsWe hope it will help you as student leaders as well as your student organization as a whole

In addition to visiting us in person calling or emailing be sure to refer to this handbookwith questions you may have as you plan your semesters and fulfill the purpose andobjectives of your organization

Office of Student LifeNJIT Campus Center 485

150 Bleeker StreetNewark NJ 07102

StudentLifenjitedunjitedustudentlife

njitcampuslabscomengageorganizationnewjerseyinstituteoftechnology973-596-3693

NJITStudentLifeNJITDiversityInclusion

NJIT Greek LifeNJITFoodPantry

Created Summer 2018 updated 082021

Page 2 of 30

TABLE OF CONTENTS1 Mission and Purpose Statements 32 Student Organization Conduct 33 Undergraduate Student Organization Good Standing Policy 44 Graduate Student Organization Good Standing Policy 65 General Guidelines 7

a Advisors 7b Student Life Leadership Workshops 8c Re-Registration and Elections 8d Highlander Hub 9e Storage and Offices 9

6 New Organization Recognition Process 97 Event Policies 10

a Event Dates and Hours 10b Deadline for Submitting Events 11c Cancellations 11d Expressive Activities 11

8 Event Logistics 12a Event Layouts 12b Media amp Technology Support Services 13c Game Room Use amp Reservations 13d Alcohol at Student Events 14e Gourmet Dining Catering External Catering amp Waiver Process 15f DJs Performers and Other Vendors 16g Parking 16h Marketing 16i Guest Policy 18j Prizes 18k Professional Networking Events 19

9 Finance Procedures 19a Accessing Institutional Funding amp Unacceptable Usage 19b Items Purchased with Student Activity Fees 20c Purchasing Methods 20d Reimbursement Methods 21e Fundraising 22

10 Appendix 23a Advisor Expectations 23b Office Space Expectations 24c Movie RightsLicensing 25d Gourmet Dining Online Catering Instructions 26

e Bookstore Purchase Request Form 29


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Section 1 Mission and Purpose Statements

Office of Student Life Mission StatementThe Office of Student Life (OSL) enhances the student experience at NJIT by providingopportunities for student-centered learning personal and professional growth andresources that foster an engaged and inclusive campus community Through advisementadvocacy annual programs and services we empower our students to develop the skillsnecessary to be leaders in the workforce

Student Senate Purpose StatementStudent Senate (Senate) is dedicated to improving your NJIT experience Our job on campusis to represent the student body We act as liaisons between the students and universityadministrators to discuss academic policies and campus facilities Student Senate is alsoresponsible for the funding of student events and organizations

Graduate Student Association Purpose Statement

The Graduate Student Association (GSA) shall provide a structure through which graduatestudents work together to improve the quality of graduate student life The objectives of theNJIT GSA are to

represent and articulate the interests of the graduate students promote communication between students faculty and the administration oversee the expenditure of graduate student activity fee promote and encourage the professional growth social and cultural development

and academic excellence of students in the graduate programs of the New JerseyInstitute of Technology

Section 2 Student Organization Conduct

All students are expected to follow the NJIT Code of Student Conduct especially those thatserve in leadership positions within the NJIT community Including a direct connection (viawebsite link) to the Code of Student Conduct is an effort to help you and your studentorganization(s) be successful and to help avoid any unethical circumstances Failure toabide by the NJIT Code of Student Conduct andor any other policies of NJIT can lead toindividual andor organization sanctions

Additionally it is imperative that all student organizations and individual members oforganizations follow all policies procedures and expectations set forth in this handbookThey are designed to teach best practices develop strong leaders create well-plannedevents maintain fairness amongst all organizations enhance student life benefit the overallstudent experience limit dissatisfaction and help students be aware of both individual andgroup accountability


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Section 3 Undergraduate Student Organization Good StandingPolicy

I General Requirements

To be in good standing student organizations must re-register each year via HighlanderHub within the timeframe announced by the Office of Student Life (OSL) Studentorganizations requiring late registrations must request via email to OSL atStudentLifenjitedu More information regarding re-registration can be found within thesection Student Organization Re-Registration amp Elections

Each student organization is expected to host a minimum of two events each semesterwhich must be approved on Highlander Hub

Additionally undergraduate student organizations that receive Student Senate fundingmust meet the expectations of the Student Senate Tier System regarding events adhere tothe Student Senate Finance Bylaws and take attendance at meetings and events throughthe Campus Labs Check-In App which is connected to Highlander Hub and the CORQ app

II Executive Board (E-Board) amp Member Eligibility

Undergraduate students must maintain a cumulative GPA of 25 to hold an E-Boardposition Students cannot serve in an E-Board position within more than one UniversityServing Organization Graduate students can be members of undergraduate studentorganizations but cannot hold E-Board positions win prizes purchased withundergraduate Student Activity Fee andor attend conferences paid for by theundergraduate Student Activity Fee

III Benefits of being a Senate Recognized Organization1 Request a yearly line budget grants andor other forms of funding2 Request space on campus through 25Live3 Request flyers to be printed4 Request NJIT website and email domain5 Request two End of the Year Award plaques6 Request organization credit card index eMerchant and online catering access7 Support with cross promotions through social media channels

IV Attendance is expected of all undergraduate student organizations at1) Annual Student Leader Training (early Fall semester)2) Annual Student Leadership Conference NJIT LEADS (early Spring semester)3) Monthly Student Organization Cabinet (SOC) Meetings (for those who are Senate

recognized)4) Student Involvement Fairs held at the start of each semester5) Open HousesExperience Days


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a Student organizations are expected to attend at least one per yearb University Serving Organizations are expected to attend three per year

V Student Organization StatusFor budgeting purposes student organizations are divided into three categories as definedby the Student Senate

University Serving Organizations (USOs) Organizations that provide continuouscontracted programs for the total undergraduate student body chartered and directed bythe Student Senate for the sole purpose of providing general programs or services for allundergraduate students

Tier 1 Tier 2 Tier 3 amp Tier 4 Organizations Organizations that have a line budget of up to$8000 $5000 $3000 and $1500 respectively based on their tier The budget is mainlyused for single event programs within more specific populations but open to all NJITstudents It may also be used for meetings conferences supplies and for other reasonsthat are in accordance with Finance Bylaws (can be found in the Senate Public Drive)

Selective Organizations Organizations that are recognized by Student Senate and receivesome Senate privileges but are exclusive in nature (ie selective honor societiesfraternitiessororities)

The tier system is determined holistically including number of members and events as wellas organization participation and performance throughout the academic year

VI Withdrawal of Registration amp RecognitionThe privileges conferred through registration and recognition may be withdrawn for causewhich shall include willful or negligent violation of Student Senate GSA Institutional Stateor Federal standards codes policies andor laws

Recognition by Student Senate will also be withdrawn or discontinuedminus At the written request of the student organizationminus When constitution or charter provision dissolve the groupminus Not meeting the student organization requirements

Recognition will be withdrawn a warning will be issued or a student organization can beplaced on probation or suspension when appropriate OSLSenate forms are not fulfilled anorganization does not conduct scheduled office hours or any reason a student organizationbecomes delinquent as to its obligation as a recognized student organization Student Lifeor the Senate Constitution Committee will determine penalties which can be in thefollowing forms

Warning A formal notice to the student organization that they will be placed onprobationary status if specific obligations are not met within a designated period oftime


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Probation Loss of any or all privileges of a student organization Probation must befor a specific duration at which time their status can be reviewed and reinstated

Probation New Organizations that were just approved by Senate are placedon ldquoprobation newrdquo and the funding will be attributed by the Finance Bylawsof that time

A-Probation Organizations that do not meet the minimum requirements ofan active organization are placed on ldquoA Probationrdquo For instance not attendingStudent Organization Cabinet Meetings or failure to host a minimum of twoevents per semester

B-Probation Organizations that are repeat offenders and have not shownimprovement after being placed on A-Probation are placed on B-ProbationFunding is limited and the organization is in danger of becoming ldquoinactiverdquo

Suspension The complete withdrawal of all privileges and rights of the studentorganizationAppeal process Contact Student Senate Director of Student Organizations

Section 4 Graduate Student Organization Good Standing Policy

The GSA seeks to have a positive and productive relationship with the graduate studentorganizations recognized by the Office of Student Life In coordination with the Office ofStudent Life GSA puts forth the following requirements for recognized graduate studentorganizations in order to receive funding from the GSA

1 All graduate student organizations recognized by the Office of Student Life showactive participation in General Assembly Meetings held by the GSA At least onemember from the Executive Board of each graduate student organization mustattend every GSA General Assembly Meeting and provide an update on its activities

2 All graduate student organizations must maintain an accurate updated roster andorganizational profile in Highlander Hub

3 All organization events must be registered in Highlander Hub at least one weekprior to the proposed event date

4 All marketing for organization events must feature the GSA logo as co-sponsorswhen funding has been provided

5 All budget requests must be submitted in Highlander Hub by the dates set by theGSA Vice President of Finance

6 All organizations allocated funding through the GSA must abide by all requirementsoutlined in the Student Organization Handbook provided by the Office of StudentLife

7 The Presidents of all graduate student organizations must attend a bi-monthly withthe Vice President for Programming


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Section 5 General Student Organization Guidelines

FacultyStaff Advisor

Each student organization is required to have an NJIT staff or faculty member serve as theiradvisor Prior to re-registering each year the student organization should confirm with theadvisor that they would like to continue serving as an advisor for the organization If notthe organization will be responsible for seeking a new NJIT faculty or staff member to servein the advisor role The Office of Student Life will host annual training workshops andorprovide guidance via email for Student Organization Advisors

Student organization leaders are expected to have regular communication with theiradvisor invite advisors to attend meetings and events review budgets and expenses seekguidance request mediation regarding intergroup conflict utilize advisors to connect withresources and seek their professional expertise especially within organizations withacademic and technical purpose Please review the Advisor Expectations document in theAppendix for more information

Student Life Advisor

Additionally each student organization has an OSL Advisor to assist them Within OSLeach professional staff member serves as an advisor to a category(ies) of studentorganizations This advisor will be the staff member who approves their events andcommunicates with them via Highlander Hub Student organizations are encouraged toreach out to their OSL Advisor with questions and schedule meetings with them tocoordinate details of large events

Executive Director Kristie Damell University Serving Organizations GSA GraduateStudent Organizations

Associate Director Christina Pascucci Student Activities Council Student SenateDirector of Public Relations amp Director of Student Organizations Recreation ampSpecial Interest Organizations

Associate Director Michael Davis amp Assistant Director Brittany Costantino Social ampProfessional Fraternities amp Sororities

Assistant Director Jason Rodriquez Cultural amp Spiritual Organizations Assistant Director Amber Danku Academic amp Professional Organizations Graduate Assistant Adrian Acakios Advocacy amp Service Organizations

Student Life Leadership Workshops

The Office of Student Life has a variety of workshops which we can host for yourorganization In addition to already prepared workshops we are happy to create aworkshop around the needs and interests of your student organization If you areinterested in hosting a Student Life Workshop at one of your upcoming meetings or eventsplease complete the Student Life Leadership Workshop Request within Highlander Hub


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at least two weeks prior to your desired date(s) If you have any questions about thisplease reach out to ChristinaAPascuccinjitedu

Re-Registration and Elections

In order to be an official and recognized student organization at NJIT organizations mustre-register in Highlander Hub annually per dates set forth by OSL Studentorganizations that do not re-register may not be able to request on-campus space holdevents or utilize Senate funding Student organizations that fall outside of the umbrella ofthe Senate GSA and FSL are expected to have active and accurate organization sites inHighlander Hub as well

Re-RegistrationRe-registration includes updating your organizations contact information advisorinformation and roster which includes all new E-board members and general membershipas well as adding photos and ensuring all information and social media is accurate

ElectionsStudent organizations are expected to hold elections in the Spring semester using theElections tool in Highlander Hub Undergraduate students must have a 25 cumulativeGPA be in good academic amp disciplinary standing and be currently enrolled as a full-timestudent at NJIT in order to hold an executive board position in a student organization

Highlander Hub

Highlander Hub is NJITrsquos online platform for student engagement student organizationalmanagement and campus-wide events All NJIT students staff and faculty have access toview and join our 140+ student organizations residence hall programming anddepartmental events online at wwwhighlanderhubcom or by downloading the Corq appat wwwcorqappcom Institutional Senate or GSA recognized student organizations mustrequest organizational access by contacting OSL at StudentLifenjitedu OSL will hostregular trainings for Highlander Hub andor send helpful information whenever there arerelevant updates Guides for Highlander Hub use can be found within Highlander Hub

Student organizations are expected to use the Campus Labs Check-In App to takeattendance at all meetings and events which will help you track your membership andevent success as well as assist your organization in requesting additional funding from yearto year We highly recommend that you add all pertinent information about yourorganization to your Highlander Hub page such as organization logo pictures from eventsand your social media Highlander Hub is an excellent tool for student involvement and wehope you utilize it to the max


Page 9 of 30

Offices and Storage

Annually a committee of two Senate representatives two GSA representatives threemembers of OSL and one member of Strategic Events and Conference Services (SECS) willmeet to determine space allocations for student organizations All student organizationswill have an opportunity to request an office or storage locker for the following academicyear through Highlander Hub but must submit by the announced deadline Studentorganizations who are granted office space andor storage lockers must adhere to theguidelines set forth in the Student Organization Office Agreement (please see Appendix)

NJIT Email Alias and NJIT Domain Website

In order to obtain an email alias andor website for the student organization on NJITdomain the advisor of the student organization should make the request to the ServiceDesk either by emailing the Service Desk at ServiceDesknjitedu or visiting them inperson in the PC Mall

Section 6 New Organization Recognition Process

Undergraduate Student Organizations

In order to be recognized by the Student Senate and request Student Activity Fee fundingfrom Student Senate please complete the New Organization Registration Process withinHighlander Hub during new organization application dates which will be announced eachsemester More information can be found on the Student Senate website

1 OSL will review the academic eligibility of the Executive Board for the neworganization New first year students are not eligible to serve on the E-Board

2 Once approved the Student Organization Committee will review the applicationmembership list constitution as well as description and purpose of theorganization Membership lists must include a minimum of 10 members plus afacultystaff advisor

3 The Student Organization Committee approves organizations based on their needand impact to NJIT They will consider if a prospective organization is very similar toan already existing organization and the goals of the prospective organization forinstance

4 Once approved by the Student Organization Committee the prospectiveorganization is brought up for a vote at the Student Senate meeting to which theorganization is invited to attend to represent the organization as well as answer anyquestions asked by Senate

5 Organization Approved The Organization will be approved in Highlander Hub andofficially recognized by the Student Senate The organization will be assisted with


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additional steps including receiving a budget index training on highlander hubemail 25Live access credit card eMerchant access etc

6 Organization Denied In the event that the organization is denied the organizationmay request feedback from Senate and reapply in the future

Graduate Student Organizations

In order to be recognized by the Graduate Student Association (GSA) and request StudentActivity Fee funding from GSA currently enrolled graduate students must contact thePresident of GSA or complete a New Organization Registration form in Highlander Hubwhen the process is open which then is reviewed by OSL and GSA Graduate studentorganizations must have the following

1 A roster including at least ten currently enrolled NJIT graduate students includingan appointed or elected Executive Board who are academically eligible

2 A constitution and purpose statement for the organization3 An NJIT facultystaff advisor

Graduate students must maintain a cumulative GPA of 30 to hold an E-Board position

Once submitted communications will be sent by OSL regarding the status of the studentorganization If approved by the GSA all graduate student organizations must adhere to thepolicies set forth in this handbook

You can find additional helpful information about GSA on their Highlander Hub page as wellas in their GSA Documents To get involved with the GSA please contact your DepartmentRepresentative or email us at gsa-vp-communication-groupnjitedu

Section 7 Event Policies

Please note that Fall 2021 event policies can change at any time If any changes occurstudent organizations will be notified via email from OSL Below are the event policies under

normal operations procedures

Event Dates amp Hours

Events may be held when classes are in session during the academic year Summer andother break period events may not be held without first receiving the approval of OSL orFSL Student organizations may not hold events during reading days and finals with theexception of study sessions at the discretion of either OSL or FSL Campus Center Hours forFall 2021 are 700am to 1000pm Student organizations can host events until 1130pm at


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the latest but must receive approval for end times past 1000pm within their 25Liveconfirmations

Deadlines for Submitting Events

1 All space requests must be submitted via 25live at least 10 business days in advanceof any event or tabling request It is highly recommended that all requests aresubmitted at least 30 days in advance for optimal availability Student Organizationscan even submit all of their requests for the semester or year at the beginning of theacademic year

2 Once your space request is approved you will receive an email from LaTosha WilsonAssociate Director of SECS or Reservationsnjitedu with your attachedconfirmation page or confirmation number which must be entered into the eventrequest process in Highlander Hub (Confirmation Code example 2021-ABXPLT)

3 Please see the operations manual held by Conferencing and Events Services for morefacilities rules and regulations

4 All On-Campus and Off-Campus events must be submitted and approved inHighlander Hub on your organizations page prior to any advertising

Cancellations

You must give at least 48 business hours notice for cancelling any events or tabling

1) All cancellations for 25Live events must be emailed to ReservationsnjiteduInclude event title date organization location and confirmation code to assistthe cancellation be made quickly and easily

2) Make sure to cancel your event within Highlander Hub3) Remove all forms of marketing including on your social media4) On the day of the event we also recommend placing a cancellation notice at the

location

If you have more than two short notice cancellations in the semester your locationreservation privileges may be revoked

Expressive Activities (Demonstration Assemblies Vigils etc)

Expressive Activity refers to demonstrations assemblies sit-ins protests counter-protestsvigils or other public displays of individual or group speech of Students Expressive Activitymay only take place Monday through Friday between the hours of 830am to 10pm


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Any student organization wishing to conduct an expressive activity must complete theExpressive Activity Form in Highlander Hub and coordinate with the Office of Student Lifefor approval and logistics

In conducting the Expressive Activity Student(s) must adhere to all time place and mannerrestrictions imposed by NJIT These restrictions include but are not limited to

No disruption interference or conflict with classes or other NJIT functions eventsand activities

No impeding vehicular traffic pedestrian traffic ingress egress andor otherfreedom of movement by others on campus

No use of sound amplification (unless approved by the Office of Student Life via theNotice of Expressive Activity process)

No affixing signage to buildings or University property (including chalking andstaking signs into the ground) or erecting structures including tents or any otheraction that would cause damage to University property

No camping overnight No political campaign activity (NJIT is a tax-exempt institution and may not support

or oppose any candidate for political office) Compliance with all applicable federal state and local laws and regulations as well

as all NJIT policies

Section 8 Event Logistics

Event Layouts

If using any of the large spaces on campus a layout diagram will need to be completed andemailed to Reservationsnjitedu or you may submit a paper copy to LaTosha Wilson at theInformation Desk on the first floor of the Campus Center Layouts must be submitted atleast one week in advance Layouts should also be uploaded to your event request inHighlander Hub

Atrium Ballroom A and B Campus Center Terrace Campus Center 2nd Floor Gallery West PlazaLower Green Summit StreetCKB Green Kupfrian Theatre Lobby Campus Center 1st Floor Lounge and Lobby

Media amp Technology Support Services (MTSS)


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When requiring any type of media equipment such as speakers microphones laptops etcyou can request these items through MTSS (previously called ITMS) by following the stepsbelow

1 Visit MTSSrsquo website httpsmtss-requestnjitedu2 Login and select Request right below ldquoPlease check below for the type of equipment

availablerdquo3 You can choose to have equipment either signed out delivered or both (Delivery

and setups will incur a fee please contact MTSSnjitedu to request a quote)4 Once you have selected one of those options for request type select ldquomeetingrdquo5 Fill out required information and select proceed (All requests for MTSS must be

received at least 72 business hours in advance)6 Select the equipment you will need for your event7 If you have further questions please contact MTSS directly (973-596-3005

MTSSnjitedu Office located in GITC 0300)Note Including media equipment on your event layout does not automatically include theequipment in your setup The MTSS request is also required (unless your organization has themedia equipment already and will do setup yourself) and we also recommend sending yourevent layout to MTSSnjitedu so they are also aware of the media locations

Game Room Use amp Reservations

The Game Room is available for student groups for use both privately and publicly In thespace there is a 6-lane bowling alley 5 pool tables 2 ping pong tables and a seating areawith movable tableschairs and 1 TV for presentations or gaming All reservations shouldbe requested through 25Live with a half an hour set-up time included There are two typesof reservations Private and Public and they are based on the Game Rooms operatinghours

Game Room Regular Operation Hours (Academic Year Only)

Sunday 10am-6pmMonday 12pm-8pmTuesday 10am-6pmWednesday 12pm-8pmThursday 10am-6pmFriday 12pm-8pmSaturday 10am-6pm

Public Reservations (FREE)


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Student groups may reserve half of the seating area 1 pool table and 1 bowling lane duringoperational hours for 2 hours maximum During this time student groups may come in forset-up a half an hour before their reservation time to start moving tables decorating (notape on walls allowed) or setting up Any non-NJIT 18+ guests attending the Game Roomduring your public reservation will need to pay the $5 fee Groups reserving duringoperational hours are permitted to table in the space during the event if they so wish

Private Reservations ($40hr)

Private reservations are only available to groups outside of operational hours and for a$40hr fee This fee will be charged directly to the groups account after the event Thegroup will have access to all equipment in the space including bowling pool ping pong andthe seating area Non-NJIT 18+ Guests are allowed in the Game Room during privateevents free of charge If an event starts at 8pm the group may come in to start decorating at730pm around our public use time Private reservations are available on Saturdays andSundays during public hours for this same fee as there is lower traffic on weekendsTuesday and Thursday nights are not available for reservations due to Bowlingpractice

FoodCleaningSet-up Policy

Student groups are responsible for cleaning any spills or messes and any garbage left in thespace The space itself is not available for set-ups but students may move the tableschairsin the area for set-up as long as they are returned to their original positions at the end ofthe event Food is permitted in the Game Room ONLY in the tiled seating area NOT in thebowling area or any carpeted area Additional charges may come to groups who leavegarbagefood leave chairstables without returning them to their original position or donot follow Game Room Policy (posted on the wall)

Alcohol at Events

Alcohol at student organization events is strictly prohibited unless advanced approval hasbeen granted by the following individuals

1 Director of Student Life for Senate recognized student organization events2 Associate Director of Fraternity and Sorority Life for social fraternity events

Regardless of the approval to have alcohol at an event the use of Student Activity Fees topurchase alcohol is strictly prohibited

Gourmet Dining Catering External Catering amp Waiver Process

Gourmet Dining Catering


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Catering through Gourmet Dining (GD) must be requested by student organizations at least7 days prior to an event by using one of the following methods

1 For student organizations with an institutional index number you can log onto GDwebsite using the following credentials

LOGIN SSGDS01 Password Highlander1881Online requests must state the following under ldquoAdditional Commentsrdquo

Your name and email address Student organization name Event name

Student Organizations need to include a valid email address in thecomment section of every student organization catering order

2 Complete a Catering Request Form for Student Organizations in Highlander Hubto be reviewed and processed by OSL

Catering to Classrooms Gourmet Dining needs a 20-30 min window of time from whena class ends to when a catering order is needed Student organizations can no longerbook an order at the same time that a class ends because you have to give students andprofessors time to leave the room and also give gourmet dining catering attendants time todelivery and set-up properly Student organizations can also request to pick up their order

Note Hot food with liquid heat is prohibited in classrooms per NJIT Fire Marshall

Cancellations

Gourmet Dining Catering cancellations must be communicated directly totaillogourmetllccom at least 48 hours prior to the event student organizations will becharged if cancellations are not communicated

External Catering amp Waiver Process

A Gourmet Dining Waiver Form is required to order catering external to NJIT

To receive a waiver to order external catering email the event details and desired foodrequest to Thorin Aiello (TAiellogourmetdinningllccom) Director of Catering forGourmet Dining to request approval If approved you will receive the waiver form tocomplete which requires submitting a Certificate of Liability Insurance (COI) for eachrestaurantvendor you plan to use The completed waiver form and accompanying COIsshould then be emailed to Thorin Aiello and kept for your organizationrsquos records

DJs Performers and Other Vendors

If your event will include a DJ performer inflatables or other rented entertainment youwill need the following documents from the vendor


Page 16 of 30

1 Contract - with all event details including pay by date and preferably noting thatNJIT operates as a NET30 which means that NJIT Accounts Payable processespayments once services are rendered and mails checks within 30 days of servicesrendered All contracts must be reviewed by NJITrsquos General Counsel Office and thensigned by the Vice President of Student AffairsDean of Students All contractsshould first be sent to your Student Life Advisor for review and we will share withthose needed for review and signing Please allow extra time at least a coupleweeks for this review and signing process

2 Invoice - also stating event details and pay by date3 W-94 Certificate of Liability Insurance (COI) - must name NJIT as an additionally insured

party for the time period that the event will take place5 Business Registration Certificate (BRC) - required by NJITrsquos Finance Division for

many companies but may not be required for all

We also recommend that you communicate with your OSL Advisor to assist with eventlogistics No vendor contracts should be requested until your space request in 25Live isapproved Additional details for and pertaining to vendors can be found on the VendorInformation page of the Finance Division website

If vendors will be attending an event (tabling or other) then they must pay a $75 vendorfee regardless of whether they are hosted by a student organization Vendor registrationscan be made by contacting Reservationsnjitedu

Parking

If guests or vendors will require parking for your event please request via the ParkingRequest Form in Highlander Hub at least 3 business days prior to your event date Pleaseknow the number of vehicles names and if any vehicles will be larger than a standardcarSUV such as passenger van or box truck prior to submitting the form

Marketing

Student organizations must adhere to university branding guidelines regarding the usageof NJIT logos To request services provided by the Office of Strategic Communications andMarketing including designs publications and photography please complete a MediaRequest Form All promotional items purchased using organization logos must beapproved each time by the Office of Strategic Communications and Marketing

Please ensure your promotional materials are inclusive respectful and generallyappropriate Also check your spelling grammar and event details before submitting or


Page 17 of 30

printing Finally students should ensure that the artwork is in the correct file format forthe vendor being utilized

Flyers

Instead of printed advertising materials we highly recommend utilizing more sustainablemethods of promotion especially Highlander HubCorq App social media and word of mouth(telling students directly) Prior to printing flyers your event should first be submitted andapproved within Highlander Hub All flyers must be approved and stamped by theOffice of Student Life (Campus Center 485) prior to posting on campus includingflyers for the residence halls For posting within the Residence Halls studentorganizations must receive stamped approval from the Residence Life Office also which canbe found in the Cypress Hall 1st Floor front of the building Once the event is over it is theresponsibility of the organization to remove all flyers

Flyers must include the following1 Name of Organization(s) including co-sponsoring groups when applicable2 Event details (datetimelocation)3 Organization contact information (email alias)

If you have a last minute move or cancellation of an event you MUST post a sign on theoriginal location so attendees are aware of the change All location changes andcancellation notices should also be promoted on Highlander Hub and social mediachannels

Large Posters

Large posters (36rdquox 48rdquo or smaller) are available for printing from Strategic Events ampConference Services at a charge of $25 per poster Please be sure to create your poster inthe size you want it to be printed so the images are not stretched or pixelated Largeposters can be requested via the Large Poster Printing Request form on Highlander Hubwhich requires your organization index number Files uploaded are preferred as JPEG PNGor PDF Once approved your poster can be picked up at the Information Desk on the 1stfloor of the Campus Center

Social Media Expectations

Events must be approved in Highlander Hub before promoted on social media Allorganization posts should be inclusive respectful align with NJITrsquos Code of StudentConduct and be a positive representation of NJIT If you would like OSL to help promoteyour event you can connect with us NJITStudentLife on Instagram

Student organization social media credentials should be passed to the next elected E-boardmembers each year so duplicate accounts are not created and to avoid inactive accounts


Page 18 of 30

Inactive accounts on social media can be searched by students or prospective students anddo not positively represent the organization as the organization can also be viewed asinactive

Student Life Newsletter - SLICE (Student Life Information amp Campus Events)

Student organizations are invited to promote their events and initiatives within theweeklybi-weekly Student Life Newsletter To do so your eventinitiative must first beapproved within Highlander Hub then you can submit via the Student Life NewsletterSubmission form in Highlander Hub

Guest Policy

In the event that student organizations invite non-NJIT guests to events on campus OSLstaff should be notified in advance At the discretion of OSL and Strategic Events ampConference Services Public Safety coverage may be required to ensure adequate supportand security of the event Public Safety coverage may require funding to be supplied by thestudent organization Your Student Life Advisor can assist you with coordinating PublicSafety coverage for your event

Student organizations that wish to invite elected or appointed local state or federalofficials and dignitaries or those seeking election must contact their Student Life Advisorto seek approval from the Chief of Staff in the Presidentrsquos Office prior to extending aninvitation View the policy here

Prizes

Student organizations may provide prizes at events in accordance with Senate or GSAFinance Bylaws or if products goods or services were donated to the organization Thefollowing must be adhered

Student Activity Fee and other university resources are not permitted to be used topurchase

1 Gift cards or gifts over the amount of $252 Prizes with a retail value in excess of $4003 Weapons of any kind (knives swords paintball guns firearms etc)

Prizes may only be given to enrolled NJIT undergraduate students from undergraduatesponsored events or graduate students from graduate sponsored events unless advancedapproval was received by Senate andor GSA andor co-sponsorship betweenundergraduate and graduate organizations was determined in advance

Prizes must either be purchased in advance and stored in OSL or shipped directly to thestudent recipient(s)


Page 19 of 30

Student organizations must complete the Prize Recipient Form in Highlander Hub oncerecipients have been identified Student organizations must notify winners to claim theirprizes from OSL (if they are being stored in OSL) Executive board members of theorganization giving a prize cannot win the prize from their own organization

Prize recipients have one month from the date of notification to claim their prize from OSLAfter one month all unclaimed prizes will be re-utilized for future raffles

Professional Networking EventsIf you are planning to host a professional networking event on campus with an outsidecompany then you are expected to communicate with the Career DevelopmentServices-Student Engagement Team prior to promoting your event Career DevelopmentServices Contact Information

Section 9 Finance Procedures

Accessing Institutional FundingThe Student Activity Fee is charged to undergraduate and graduate students each semesterthe funds are then allocated by the Student Senate and Graduate Student Association tofacilitate programming and other related initiatives for the NJIT community

All student organizations recognized by Senate and GSA can request funding through theirrespective Student Activity Fee via Highlander Hub Budget requests are reviewed andapproved by the respective governing boards Once funding has been approved OSL willprovide fiduciary oversight to student organizations including approvals to access thefunds and training on the various programs Please see the Student Senate website orshared drive for more information

Unacceptable use of Student Activity Fee include Gift cards or gifts in excess of $2500 prizes in excess of $40000more than 12 of

an organizationrsquos line budget Alcohol tobacco and other drugs Weapons of any kind (knives swords paintball guns firearms etc) Individual membership and dues without proper reimbursement forms Donations Personal gain The purchase of gasoline for a personal vehicle (mileage must submitted)

Items Purchased with Student Activity Fees

Any equipment supplies paraphernalia etc purchased by student organizations utilizingStudent Activity Fees is the property of the student organization Student SenateGraduate


Page 20 of 30

Student Association andor Office of Student Life and can not be kept or taken for personaluse Items taken without permission would be considered theft which could result in aCode of Student Conduct Violation hearing and financial penalty as stated in the Bylaws Ifthere is an item in question or a student would like to request an exception to this policythey should contact the Student Senate or Graduate Student Association and Office ofStudent Life via email for assistance approval andor clarification

Purchasing Methods

Credit Cards

Any recognized student organization with an institutional index number and approvedbudget finding from the Senate or GSA can apply for an organization credit card annuallyOnce approved for an organization credit card the following must be strictly adhered

1 Credit cards (CC) will be signed out by OSL to the student organization President atthe beginning of each semester and must be returned at the end of each semester

2 CC purchases may only be made on approved items per the Finance Bylaws andapproved organization budget within Highlander Hub

3 Receipts must be maintained electronically by the Treasurer for ALL CC purchasesand uploaded as a purchase request in Highlander Hub

4 Monthly CC statements will be emailed to all Treasurers Statements must bereconciled with all receipts uploaded into Highlander Hub underFinancegtPurchase Requests

5 Once reviewed by Student Life the Vice President of Finance will maintain andreview all monthly statements

Failure to adhere to these guidelines can result in removal of organization credit card andorbudgetary freezes

Additionally student organizations can request to make purchases on the Office of StudentLife credit card via the Student Life Credit Card Request Form - Student Organizationswithin Highlander Hub

eMerchant

eMerchant is an online platform that student organizations can use to purchase suppliesfrom a variety of vendors and pay for services by a check Treasurers of Senate or GSArecognized student organizations may request access annually to eMerchant to pay foritems and services through their index through the Request Form within Highlander HubAll eMerchant receiptsconfirmations must be uploaded as a purchase request toHighlander Hub

Bookstore Purchases


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Student organizations wishing to purchase items from the NJIT Bookstore must complete aPurchase Request Form (see Appendix) prior to purchase The form must be approved andsigned by the Executive Director of Student Life with an ldquoAmount Authorized up tordquo whichis the maximum amount that can be spent within that purchase Bookstore receipts shouldthen be uploaded as a purchase request in Highlander Hub

Reimbursement Methods

In general students should not be paying out-of-pocket for events hosted by NJIT affiliatedorganizations Out-of-pocket expenses will only be considered for reimbursement on acase-by-case basis by the Vice Presidents for Finance andor Director of Student Life

Petty Cash

Petty Cash forms are limited to $200 per person per index per day Student organizations may not divide an expense in excess of $200 into multiple

Petty Cash forms Original receipts MUST be submitted with a completed Petty Cash form to the Vice

President for Finance and then approved by the Director of Student Life Scanned copies of receipts must be uploaded as purchase request in

Highlander Hub

Travel AuthorizationExpense Reimbursement Form - Limited Use

For expenses in excess of $200 per NJIT student Only fully completed and legible forms will be reviewed and approved information

needed includes Current home address Accurate Index and Account Numbers Proof of payment (credit card statement bank statement or receipt) Invoice or itemized receipt of purchase

All forms will be reviewed by the Vice Presidents of Finance and Executive Directorof Student Life

Reimbursement forms will NOT be approved for a previous academic year and mustbe submitted per the dates announced by the VP of Finance and OSL

Receipts must be uploaded as a purchase request in Highlander Hub

Fundraising

Fundraising is the process of soliciting money or other resources from individualscompanies or other outside entities Fundraising for organization-specific needs serviceand philanthropy is encouraged and supported by the institution Fundraisers should betreated as a student organization event and should follow all event procedures The


Page 22 of 30

sponsoring student organization is responsible for the justification as to the need forfundraising

The following must be adhered

Student Activity Fees can not be used to purchase items or services for fundraisingefforts However utilizing funding for hosting fundraising events that are open tothe NJIT community Student organizations with NJIT indexes via the Bursarrsquos Officewithin 72 hours following an event

Petty cash cannot be stored or held by student organizations or individual membersof student organizations

Student organizations may borrow cash lock boxes from the Office of StudentLife for fundraising efforts and safekeeping until monies are deposited

Marketing materials and event details must explicitly state the entity that will bereceiving the funds collected (ie Childrenrsquos Specialized Hospital forHighlanderThon)


Page 23 of 30

APPENDIXSTUDENT ORGANIZATION ADVISOR EXPECTATIONS

All student organizations including Greek letter social fraternities and sororities arerequired to have an on-campus advisor in order to be recognized and registered as astudent organization of NJIT This person can be any full-time member of the NJIT facultyor staff Advisors are encouraged to meet regularly with their organization help themestablish goals assist the organization in navigating the university and attend organizationevents

Student LeaderAdvisor Relationship

Advisors and organization leaders must articulate their expectations of each otherincluding establishing regular communication and meeting times

Mutual understanding and respect are necessary to build a solid base forcommunicating with each other and working together as a team

Role of the Advisor

The advisor is a full-time faculty or staff member who acts in accordance with thegoals values and mission of New Jersey Institute of Technology

Advisors must have relevant knowledge and skills which enable them to empowerstudents within the group they advise to create positive change on their campus andmeet organization goals and purpose

Responsibilities of the Advisor

Provide general leadership development support and guidance regarding theprogress of the organization

Assist the organization with management and compliance of the guidelines in theStudent Organization Handbook andor Fraternity and Sorority Life Handbook

Attend organization events and programs when the following conditions arepresent

overnight travel (exceptions can be discussed with the Executive Director ofStudent Life)

over 100 attendeesparticipants are expected the community at large (outside of NJIT) is invited guests under 18 andor not NJIT affiliated are invited

Abide by campus branding guidelines regarding use of the NJIT logo nameletterhead etc and assist with best practices for outreach and marketing


Page 24 of 30

Serve as a liaison between other administrators within the University such ascoordinating with Career Development Services regarding hosting networkingevents and sponsorship

Regularly monitor organizational goals including proper budgeting per institutionaland financial guidelines when applicable

Provide continuity from year to year and a sense of organizational history Commit to being accessible and available whenever emergency situations or

problems arise

Responsibilities of Organization Leaders

Organization leaders should keep their advisor informed of all organizational activitiesmeetings agendas and topics under discussion within committees or the organization atlarge

Organization leaders should meet regularly with their advisor and discuss goals aswell as challenges

Organization leaders should act in the best interests of the organization at all times Organization leaders should positively represent the organization and its interests

both to the campus community and beyond Organization leaders should be willing to share responsibility with other group

members

OFFICE SPACE EXPECTATIONS

If your organization has been granted the privilege of having an office space in the CampusCenter your office has been provided to you to help foster your success and meet the needsof your peers at NJIT

Along with this privilege that has been granted to you comes certain responsibilities Thefollowing is a list of some of the policies that you must follow

1 Office furniture is purchased and provided for your office by the Student Senate orGraduate Student Association and must remain in the office Annually anyfurnishings that are missing from the office will be billed to the studentorganizationrsquos index No other furniture may be brought into the office space

2 Electrical appliances are not permitted in the office spaces This includes toasterovens microwaves hot plates and freezers The only exceptions that will bepermitted are mini-refrigerators and small coffee machines such as a Keurig

3 Cooking of food in student offices is strictly prohibited4 Candles and open flames are not permitted in the office spaces as well as in the

Campus Center with the exception of Sterno warmers under approved cateringserving trays

5 The office door must remain open when the office is occupied


Page 25 of 30

6 Students are not permitted to remain in the office after the Campus Center hasclosed

7 Excessive noise is not permitted in the office8 The office is to be used for student organization business It is not intended for

personal use any other use other than for organization-related business nor shouldit be used solely as a storage room

9 The selling of food or any type of merchandise is strictly prohibited in studentorganization offices

10 Any funding collected from fundraising or any other type of event must be depositedinto the student organizationrsquos index through the Bursarrsquos Office Cashboxes andcash should never be stored in student offices

Failure to adhere to these policies may result in the loss of the organizationrsquos privilege ofhaving an office space

MOVIE RIGHTSLICENSING

Student organizations who plan to show a movie film or otherwise copyrighted material mustsecure a license beforehand According to the Federal Copyright Act copyrighted materials likemovies can only be used for a public performance if they are properly licensed The rental orpurchase of a movie only carries the right within someonersquos home for private viewing not forthe general public Student organizations can work directly with the Office of Student Life tosecure licensing quotes or purchase these rights prior to scheduling any movie showing oncampus

What is a Public Performance Movies or TV shows obtained through a brick-and-mortar or online store are licensed

for your private use they are not licensed for exhibition to the public The concept of ldquopublic performancerdquo is central to copyright If creators and makers do

not retain the ability to control how and when their works are publicly exhibited thenthere is little incentive for them to continue creating top content

Do I need a license to show a movie for educational purposes Student organizations will needto acquire licensing unless all of the following criteria are met

A teacher or instructor is present engaged in face-to-face teaching activities The institution must be an accredited nonprofit educational institution The showing takes place in a classroom setting with only the enrolled students

attending The movie is used as an essential part of the core required curriculum being taught

(The instructor should be able to show how the use of the motion picture contributes tothe overall required course study and syllabus)

The movie being used is a legitimate copy not taped from a legitimate copy or tapedfrom TV

How do I obtain a Public Performance License


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Securing public performance license is easy and usually requires no more than a phonecall Fees are determined by such factors as the number of times a particular movie isgoing to be shown how large the audience will be and so forth The major firms thathandle these licenses include

o Criterion Pictures wwwcriterionpicusacom (800) 890-9494o Motion Picture Licensing Corporation wwwmplccom (800) 462-8855o Swank Motion Pictures Inc wwwswankcom (800) 876-5577

Gourmet Dining Online Catering Ordering Instructions

Go to njitedu and click on the MyNJIT Login link at the top of the page Log in using the student GDS login info (not your personal UCID amp password)

UCID SSGDS01 Password Highlander1881 (uppercase H lowercase everything else)

Sign Out in the top left corner if yoursquore already logged in with your NJIT credentials


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Once logged in go to the FacultyStaff Services tab on the left side and select OnlineCatering towards the bottom


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At the Bottom of the page in ADDITIONAL COMMENTS you must include the following

1 Student Organization Name2 Event Name3 Your name and email address


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of 30

Greetings Student Leaders and Student Organizations

This handbook was created to provide guidance and resources to all student organizationsWe hope it will help you as student leaders as well as your student organization as a whole

In addition to visiting us in person calling or emailing be sure to refer to this handbookwith questions you may have as you plan your semesters and fulfill the purpose andobjectives of your organization

Office of Student LifeNJIT Campus Center 485

150 Bleeker StreetNewark NJ 07102

StudentLifenjitedunjitedustudentlife

njitcampuslabscomengageorganizationnewjerseyinstituteoftechnology973-596-3693

NJITStudentLifeNJITDiversityInclusion

NJIT Greek LifeNJITFoodPantry


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Alcohol at Events







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Parking


Marketing




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Flyers




Large Posters






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Guest Policy



Prizes







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Purchasing Methods

Credit Cards









eMerchant


Bookstore Purchases


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Petty Cash




Highlander Hub







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Large Posters






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Guest Policy



Prizes







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Bookstore Purchases


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Highlander Hub







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Alcohol at Events







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Cancellations








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Marketing




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Large Posters






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Prizes







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Credit Cards









eMerchant


Bookstore Purchases


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Petty Cash




Highlander Hub







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Large Posters






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Credit Cards









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Bookstore Purchases


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Marketing




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Large Posters






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eMerchant


Bookstore Purchases


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Petty Cash




Highlander Hub







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Marketing




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Large Posters






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Guest Policy



Prizes







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eMerchant


Bookstore Purchases


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Petty Cash




Highlander Hub







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Alcohol at Events







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Parking


Marketing




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Large Posters






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Guest Policy



Prizes







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eMerchant


Bookstore Purchases


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Petty Cash




Highlander Hub







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Petty Cash




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Large Posters






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eMerchant


Bookstore Purchases


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Petty Cash




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Bookstore Purchases


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Highlander Hub







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Large Posters






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Prizes







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eMerchant


Bookstore Purchases


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Petty Cash




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Highlander Hub







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Fa l l 2 0 2 1 -S p r i n g 2 0 2 2 S t u d e n t O rga n ...

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Transcript of Fa l l 2 0 2 1 -S p r i n g 2 0 2 2 S t u d e n t O rga n ...