Operations

General Info & Building Policies


Paul Robeson Campus Center
Rutgers-Newark, University Heights
350 Dr. Martin Luther King Jr. Blvd.
Newark, NJ 07102


P : 973.353.5568
F : 973.353.5912


Sun. : 10AM – 9PM
Mon. : 11AM – 8PM
Tue. : 10AM – 9PM
Wed. : 10AM – 9PM
Thu. : 10AM – 9PM
Fri. : 10AM – 9PM
Sat. : 10AM – 9PM

The Paul Robeson Campus Center fosters holistic student development and provides quality services and conference experiences to both the campus and greater Newark.In all of our efforts we provide a place where people meet on a common ground to share their abilities, ideas, talents and interests as part of a global society.

About PRCC


The Paul Robeson Campus Center serves as the community center for Rutgers University’s Newark Campus. On the Newark Campus we envision that the Paul Robeson Campus Center is more than just a building. In fact, we believe that it is a place where life-long community relationships are forged, developed, fostered and enhanced. Through the center’s various organizations, boards, student groups, leadership opportunities and committees it provides cultural, social, developmental, recreational and learning environments which strive to make free time activities a collaborative effort with educational studies.

Dining Operations include the Robeson Food Court/Quiznos and Starbucks Coffee located on the Samuels Plaza Level and the University Club located on the Dr. Martin Luther King Jr. Level. A full service cafeteria is located in Stonsby Commons, which is adjacent to the campus residence halls on Bleeker Street. Meal Plans are available for all interested students, faculty and staff. All dining areas will accommodate walk- in customers in addition to meal plan participants.

Located on the Samuels Plaza Level is the R-Place Game Room complete with 52″ TVs showing ESPN Sports and MTVU, ping-pong, billiards, air hockey and foosball. Also on the Samuels Plaza level is the Starbucks commuter lounge with 52″ plasma TV, vending machines and the Raider Mart Convenience Store where stationary, foods & drinks, health and beauty aids and sundries may be purchased. Also available on the Samuels Plaza Level are two ATM machines and the Robeson Art Gallery. The Gallery hosts exhibitions by students, faculty and other renowned artists. The newest addition to the Plaza Level is the Campus Information Center. All campus information may be obtained in person or by phone.

On the Dr. Martin Luther King Jr. Blvd. Level is The Administrative/ Reservations/Operations Office and the Office of Campus and University Partnerships. Meeting and conference rooms are all on the MLK Level as well as the 6000 sq. ft. Essex Room.

On the Third Level is the Office of Student Life and Leadership, the Urban Service Initiative office, the computer Cyber Lounge, the Dance/Movie Studio, the student government offices, The Observer, Encore yearbook, WRNU radio studios and the Student Veterans Lounge. Also on the Third level is the Student Government conference room and the student organization Multi-purpose room. The third floor lounge has a big screen TV, vending machines and living room style couches and chairs.

Our Staff



Clayton L Walton

Dean of Student Life /
Director of the Paul Robeson Campus Center
Office of the Dean of Student Life

Office: Robeson Room 302
Phone: 973-353-5934
Fax: 973-353-5912
cwalton@andromeda.rutgers.edu

Read Bio

Clayton L Walton has spent the last fifteen years working in numerous positions where he has constructed program initiatives and student development models geared toward challenging students to intentionally engage their college experience. A New Jersey native Clayton L. Walton graduated from St. John’s University (Queens Campus) with a Bachelors of Arts in Sociology and minors in Secondary Education and Social Work. He began his career in higher education as a Student Program Coordinator in the St. John’s University Office of Student Activities where he was selected to participate in the NASPA Multicultural Undergraduate Fellows Program.

Upon graduation, he attended the University of Maryland at College Park where he received his Masters of Education in Counseling and Personnel Services. Clayton served as the Assistant Director of Student Involvement and Leadership before assuming the role as the Assistant Director of Students Activities at John Jay College of Criminal Justice within the City University of New York system.

Committed to making a difference in his hometown, he stepped into the position as the Assistant Dean of the Office of Student Life and Leadership at Rutgers University Newark Campus, where he spent two years reshaping the student development, advising and programming philosophy. Currently as the Dean of Student Life/Director of the Paul Robeson Campus Center, he has introduced a building wide agenda that addresses the necessity for Urban Campus Centers and Unions to facilitate a student development philosophy that challenges students to engage the campus and surrounding community.

“I’m committed to encouraging and supporting our students to be competitive professionals, committed alumni and social change agents. My goal is to create programs, initiatives and services that meet the academic, social, political, and cultural needs of an involving student population.”



Jamaal Brown

Assistant Director of Diversity and Student Development
Office of Student Life and Leadership

Office: Robeson Room 352
Phone: 973-353-5300
Fax: 973-353-5666
brown.jamaal@rutgers.edu

Read Bio

Jamaal Brown is the Assistant Director of Student Involvement and Community Programming within the Office of Student Life and Leadership. He has been at Rutgers University-Newark since August 2013. He is originally from Philadelphia, Pennsylvania. He has a Bachelor’s in Science in Sociology and a Master’s in Business Administration with a concentration in Management from Eastern University. He is a member of Alpha Phi Alpha Fraternity Inc.

His Personal motto “Change is not what’s in your pockets; It’s in your Actions.”



Charnette Hockaday

Assistant Director of First Year Experience
and Student Development
Office of Student Life and Leadership

Office: Robeson Room 352
Phone: 973-353-5300
Fax: 973-353-5666
chockada@rutgers.edu

Read Bio

With over five years of experience working in the field of student affairs, Charnette has worked at Rutgers- Newark since 2008. Prior to arriving at Rutgers- Newark, Charnette worked in Residence Life at NJIT and at Stonybrook University. Born and raised in the Essex County, NJ area, Charnette earned a JD from Rutgers-Newark School of Law and a Bachelor of the Arts in Communications from Fairleigh Dickinson University. At FDU Charnette was actively involved in the Residence Hall Association, Student Programming Board and campus newspaper. Before working in student affairs she worked at several New Jersey newspapers including The Record and the Herald News as an editorial assistant and freelance reporter. Charnette really enjoys programming and working with students to help make their experience at Rutgers-Newark a memorable one.



Nikita Pandit

Assistant Director of Service Learning
and Student Development
Office of Service Learning and Student Development

Office: Robeson Room 303
Phone: 973-353-5063
Fax: 973-353-5912
nikita.pandit@rutgers.edu

Read Bio

Nikita P. Pandit received her Master’s of Public Administration from the School of Public Affairs and Administration at Rutgers University-Newark. She also earned her Bachelor’s of Arts in Biology from Rutgers University. Her interests in community service, leadership and experiential learning were generated when she worked at the Office of Student Life and Leadership as an undergraduate student and also through her involvement in various student organizations. In her role as a Graduate Coordinator she assisted in the planning and execution of the International Leadership Exchange to Tanzania, East Africa. This experience had a life changing impact on her and further fueled her passion for the Student Affairs profession. Upon graduation, Nikita accepted the position of the Coordinator of Student Development and was then promoted to the Assistant Director for Service Learning and Student Development position. In this capacity, Nikita develops, facilitates and assesses various local and international service learning and leadership programs that allow students to recognize and appreciate the value of making meaningful connections with communities here and abroad. She is also involved in other student development programs such as the Phoenix Project Experiential Learning and the Lens Experiential Learning Initiatives, which foster positive growth and development of students through co-curricular learning experiences that promote engaged learning and critical thinking outside of the classroom.

“It is immensely gratifying to see the lasting impact that service learning has on students and I am fortunate to be able to change lives, one student at a time.”



Milessa Robinson

Assistant Director of Budget Management
and Administrative Services
Accounting

Office: Robeson Room 325
Phone: 973-353-5634
Fax: 973-353-5912
milessar@andromeda.rutgers.edu



Khalif Sherrieff

Assistant Director of Facilities and Special Events Operations

Office: Robeson Room 217
Phone: 973-353-5933
Fax: 973-353-5912
sharrikh@andromeda.rutgers.edu

Read Bio

Khalif Sharrieff a Newark native, received his B.A. in Interdisciplinary Business from Bloomfield College. During his time at Bloomfield Mr. Sharrieff has received multiple Dean’s list awards and accolades. In addition, Mr. Sharrieff served as President of the Lambda Chi chapter of Phi Beta Sigma Fraternity. Post-graduation Mr. Sharrieff went on to teach Algebra 1 and Geometry at Malcolm X Shabazz High School in Newark, NJ.

Sharrieff also taught an economic empowerment course at Rutgers University for the Rutgers Future Scholars program. In addition to teaching he also served as a lead mentor for the program. In the summer of 2011 Mr. Sharrieff joined the Campus Reservations and Special Events team in the Paul Robeson Campus Center as the Graduate Coordinator. There he is able to exercise his management skills through training and leadership development of students. After a year of contractual employment specifically geared towards special events and facilities, Sharrieff is hoping for an opportunity to permanently be employed with the PRCC family. Mr. Sharrieff completed his Masters in Public administration with a concentration in Non-Profit management in May of 2013. Mr. Sharrieff would like to remain in the Higher education field and ultimately serve as a dean of a College or University on the student affairs level.



Camelia Watson

Assistant Director of Campus Reservation
and Special Events
Campus Reservations and Special Events

Office: Robeson Room 219
Phone: 973-353-5568
Fax: 973-353-5912
cawatson@andromeda.rutgers.edu

Read Bio

Camelia G. Watson has been involved in the Rutgers Newark community for since 2005, after transferring from Felician College. Camelia became a student leader on campus and was very involved in the Newark community. She was also president of one of largest organizations on campus, The Program Board and an active member of a sorority. Camelia G. Watson graduated from Rutgers University Newark Campus with a Bachelor of Science in Criminal Justice. She began her career as a case manager for young, at risk teens. In 2009, she decided to return to school and pursue a Master’s Degree in Public Administration. In 2010 Camelia was hired as the Reservation Coordinator of the Paul Robeson Campus Center. She enjoys coming to work as every day holds new challenges & excitement.

“Every event is special; I want to make sure each student, faculty, staff member and customer is satisfied with our space and the quality of service we provide”.



Farzana Katideen

Coordinator of Judicial Affairs
and Student Development
Office of the Dean of Student Life

Office: Robeson Room 302
Phone: 973-353-5063
Fax: 973-353-5912
farzanak@rutgers.edu

Read Bio

Farzana received her B.S. in Criminal Justice from the Rutgers School of Criminal Justice in 2012. As an undergraduate student, she began working as a Reservations Assistant in the Office of Reservations and Special Events and then became a student assistant to the Dean of Student Life and Director of Paul Robeson Campus Center. These positions, and the mentorship of Dean Clayton Walton, helped Farzana develop a passion for the student affairs profession. This led her to complete the College Student Affairs graduate program at Rutgers University New Brunswick. Currently she serves as the Coordinator of Student/Ethical Development & Campus Programs in the Office of the Dean of Student Life.



Cynthia Sanchez Gomez

Coordinator of Academic Support
and Student Development
Office of the Dean of Student Life

Office: Robeson Room 304
Phone: 973-353-1906
Fax: 973-353-5912
cysanche@rutgers.edu

Read Bio

Cynthia is a new motivated professional in the field of Student Affairs. She has been affiliated with Rutgers University for the past seven years on a student level and joined the Paul Robeson Campus Center team as a full time professional in August of 2014. Cynthia received a BA degree in Mathematics and Spanish from the Rutgers Newark College of Arts and Sciences. She then went on to pursue postgraduate education at Rutgers University’s Graduate School of Education where she received her Ed.M. in College Student Affairs. During her time in Graduate School, Cynthia served as a Graduate Coordinator in the Office of Student Life and Leadership at Rutgers University Newark while interning at other departments of the university. She also interned at other institutions, including Fairleigh Dickinson University and Passaic County Community College. Cynthia is excited to work for her alma mater in her role as Coordinator of Academic Support and Student Development in the Office of the Dean of Student Life.



Melissa Gazal

Graduate Coordinator for Leadership & Greek Life
Office of Student Life and Leadership

Office: Robeson Room 352
Phone: 973-353-5300
Fax: 973-353-5666
melissa.gazal@rutgers.edu



Danielle Hoff

Graduate Coordinator for Accounting Services
Accounting

Office: Robeson Room 325
Phone: 973-353-2533
Fax: 973-353-5912
danielle.hoff@rutgers.edu

Read Bio

In 2011, Ms. Danielle Alysse Hoff joined the Rutgers University Newark community as a student and student worker when she transferred from La Salle University in Philadelphia, PA. As a student worker, Danielle worked as a Reservationist in the Campus Reservations and Special Events office. After she received her Bachelor of Arts in Journalism and Media Studies from Rutgers University Newark in 2013, Danielle wanted to continue her professional development and pursue a professional degree that prepares students for administrative positions in the public and not-for-profit sectors. Currently, she is a second year graduate student with a concentration in Management in the School of Public Administration and Affairs. Danielle is expected to receive her MPA in 2015 with hopes to continue working in a management related field.


Josiah Houston

Graduate Coordinator for Campus Reservations
and Special Events
Operations

Office: Robeson Room 217
Phone: 973-353-5568
Fax: 973-353-5912
josiah.houston@rutgers.edu


Kelly McCabe

Graduate Coordinator for First Year Experience
Office of Student Life and Leadership

Office: Robeson Room 352
Phone: 973-353-5300
Fax: 973-353-5666
kelly.mccabe@rutgers.edu



Jay Patel

Graduate Coordinator of Diversity and Student Development
Office of Student Life and Leadership

Office: Robeson Room 352
Phone: 973-353-5300
Fax: 973-353-5666
jaykpate@rutgers.edu



Catherine Ramirez

Graduate Coordinator of Service Learning
and Student Development
Office of Service Learning and Student Development

Office: Robeson Room 303
Phone: 973-353-5063
Fax: 973-353-5912
catherine.ramirez@rutgers.edu

Read Bio

Ms. Catherine Melissa Ramirez began her time at Paul Robeson Campus Center during Fall 2013 as a Graduate Coordinator. She holds a Bachelor’s degree in Psychology from Rutgers University-New Brunswick and is currently a second year graduate student pursuing an Ed. M. at Rutgers Graduate School of Education for College Student Affairs. Her responsibilities include advising the Student Outreach Council, coordinating The Adopt a Family Program for Rutgers University- Newark, and various other community service based projects. In addition, Catherine runs career coaching modules and workshops at Student Support Services on the Rutgers New Brunswick Campus. She is passionate about creating opportunities for students to develop personally while also providing them with the resources and support to accomplish their goals.



Shelby Davis

Campus Dining Director
Rutgers Dining

Office: Robeson Room 223
Phone: 973-353-5212
Fax: 973-353-1113
davis-shelby@aramark.com

Read Bio

Shelby Davis is the Associate Food Service Director for Rutgers-Newark Dining. His is responsible for Robeson Food Court, The convenience stores on campus as well as oversight of stonsby commons and One Park Bistro. Shelby as been with Rutgers-Newark for 9 years, prior to Rutgers he worked in campus dining at Barnard College in New York and University of Scraton in Pennsylvania. Shelby has over 16 years experience in Managing Campus Dining operations. He is an alumnus of University of Delaware. He volunteers and works as the President for Hillside Pop Warner Football and Cheer league. He loves working with Children helping to develop them into better people in the classroom, community, and on the athletic field.



Stephen Young

Associate Dining Director
Rutgers Dining

Phone: 973-353-5998
Fax: 973-353-1113
young-stephen@aramark.com

Read Bio

Stephen Young is the Residential Manager at Stonsby Commons with responsibility over running the Residential Program, which includes coordinating theme events and creating an inviting atmosphere for the Rutgers Newark University students. Stephan joined the Rutgers Campus in 2010. Stephen has over 20 years experience working in university settings, having worked at Hunter College, Juilliard, College of Insurance, St. John’s University and St. Thomas Aquinas College to name a few.



Sandra Draper

Catering Manager
Rutgers Dining

Phone: 973-353-5763
Fax: 973-353-1281
draper-sandra@aramark.com



Stephenie Scamardella

Retail Manager
Rutgers Dining

Phone: 973-353-5998
Fax: 973-353-1113
scamardella-stephanie@aramark.com



Yesenia Basillo

Residential Manager
Rutgers Dining

Phone: 973-353-1364
Fax: 973-353-1113
basilio-yesenia@aramark.com


Building Policies


100-00 General Building Operations

Manager of Campus Center
Office: Robeson Room 217
Phone: 973-353-5933
Fax: 973-353-5912
sharrikh@andromeda.rutgers.edu


100-01.2: Responsibilities of Robeson Building Managers

• Open or Close Building
• Supervise House Staff
• Check room set-ups for accuracy and completeness
• Observe and report any malfunctions or suspicious activities

100-02: Rutgers Dining

100-02.1: General Information
• Rutgers Dining venues are managed and operated by the ARAMARK corporation Rutgers
• Dining campus offices are located within the Paul Robeson Campus Center.

100-02.2: Dining Venues

100-02.3: Robeson Dining Venue Hours

100-02.4: Stonsby Commons
• Located at 91 Bleeker Street adjacent to Woodward Hall
• Stonsby Commons is the “all you care to eat” residential dining venue.
• Meal plans, Raider Cards and cash are accepted from all comers for a single entry price.
• Prices vary by meal.

Stonsby Commons Hours of Operation
Monday – Friday:
Breakfast:7:30am – 10:30am
Lunch:10:30am – 1:30pm
Dinner: 4:30pm – 7:30pm

Weekends
Brunch:11:30am – 1:00pm
Dinner:5:00pm – 7:00pm

100-02.5: Meal Plans

100-02.5.1: General Information:
• Meals plans are mandatory for residents of Woodward Hall.
• Residents of Talbott Hall and University Square may select any plan.
• The “all you care to eat” option may only be used in Stonsby Commons.
• Changes and cancellations are done in the Accounting Services office located in Robeson Room 325 (973-353-5633)

100-2.5.2 Types of Meal Plans:

Block Plans:
• Offer the flexibility of using meals on a semester basis
• They are offered in two levels, 90 Meals or 40 Meals per semester
• Both plans include FLEX dollars that may be used in all campus dining locations

Weekly Plans:
• Offer a set number of meals per week. Number of meals reset to the base amount each week
• Available in 17, 15, 12 or 10 meals per week
• All plans include FLEX dollars that may be used in all campus dining locations

Raider Card:
• Introduced in Fall 2008, Raider Card is a campus wide debit plan that may used like cash at ARAMARK dining locations, Pepsi vending machines and the Barnes and Noble Book Store located in Bradley Hall. Raider Card requires a special enrollment and students may have both a meal plan and a Raider Card account.

100-03: Inclement Weather

100-03.1: Scenarios For Cancellation Of Classes

100-03.1.1: Classes are cancelled or delayed but campus is open
• The Paul Robeson Campus Center is opened for regular business
• Employees are expected to be present for work

100-03.1.2: Classes are cancelled and the campus is closed
• Employees are not expected to be at work unless designated as essential personnel. (Stonsby dining employees are essential personnel)
• All non-essential campus departments are closed including the Paul Robeson Campus Center.

100-04: Student Employees

100-04.1: General Information

• Student employees are employed on an “as needed” basis per semester.
• Student employee uniforms are issued by the Accounting Services Office.
• Student employee attire consists of:
— Red Robeson shirt
— Slacks, jeans or skirts (no shorts are permitted)
— Comfortable shoes or sneakers

100-04.2: Types of Student Employees

100-04.2.1: Building Managers (Black shirts)
• Opens or Close building
• Supervise House Crew members
• Monitors building for safety, cleanliness, maintenance, etc
• Completes watch log and other essential paperwork

100-04.2.2: House Staff Member (Red Shirts)

• These student employees are primarily Work Study students
• Their main function is to set up and breakdown rooms for events

100-04.2.3: Reservationists

• These student employees process reservations for the EMS Reservation System
• These student employees are supervised and evaluated by the Reservation Coordinator.

100-05: Vending Machines

• Vending machines are located on the 1st and 3rd floors of the Robeson
• Machines are serviced, loaded and maintained by contracted company
• Refunds for machine malfunction are handled by the Robeson Accounting Services

100-06: Facilities Maintenance

• Custodial Services are scheduled and supervised by Rutgers-Newark Physical Plant
• Building maintenance and repairs are coordinated through the Rutgers-Newark Physical Plant

100-07: Building and Event Security

100-07.1: Public Safety

• The Department of Public Safety is responsible for all security concerns
• Event security is arranged during a weekly meeting with members of Public Safety, the Office of Student Life and Leadership and the Reservation Coordinator
• The key shop is responsible for lock maintenance and changes

100-07.2: Security Systems

• Door access (swipe card system) readers are maintained and repaired as needed by RU-N Public Safety
• RU-N Public Safety maintains the building alarm system.


200-00: Reservations Office

Rutgers Policy in regards to Electoral Political Activities and the Use of University Resources can be found here.

200-01: Reservation Submission Procedures

200-01.1: Student Organizations, Fraternities & Sororities

• Student organizations must obtain the appropriate signatures in the Office of Student Life and Leadership for all room reservations and table requests.

• The Reservations Office will process the request and add applicable booking details and charges.

• A room diagram will be created if necessary and given to the organization for their approval

• The Office of Student Life and Leadership is responsible for meeting with student organizations and groups to review the policies and procedures regarding reservation of campus-wide space.

200-01.2: Graduate Fraternities & Sororities

• Graduate fraternities & sororities will be allowed 4 meetings per semester (1 meeting per month.) After 4 meetings, the fraternity and/or sorority will be given a 60% discount off the room charge

• Reservation request form is sent to the Reservations Office to check for room availability

• The Reservations Office will process the request and add applicable booking details and charges.

• A room diagram will be created if necessary and given to the organization for their approval

• Room charges and fees incurred must be paid in advance of the event. Payment can be made at the reservations office at the Paul Robeson Campus Center

200-01.3: Rutgers-Newark Departments

• Reservation request form is sent to the Reservations Office to check for room availability

• The Reservations Office will process the request and add applicable booking details and charges.

• A room diagram will be created if necessary and given to the department for their approval

• Room charges and fees incurred must be paid in advance of the event. Payment can be made at the reservations office at the Paul Robeson Campus Center

• A RIAS purchase order may be submitted as payment for all applicable charges by the department, a certified check, cash or money order will also be accepted

200-01.4: Rutgers University Departments

• Reservation request form is sent to the Reservations Office to check for room availability

• The Reservations Office will process the request and add applicable booking details and charges.

• A room diagram will be created if necessary and given to the department for their approval

• Room charges and fees incurred must be paid in advance of the event. Payment can be made at the reservations office at the Paul Robeson Campus Center

• A RIAS purchase order may be submitted as payment for all applicable charges by the department, a certified check, cash or money order will also be accepted

200-01.5: Rutgers Sponsored Events

• Campus departments sponsoring an event for a non-university group must submit a letter stating the nature of the event. The event must be consistent with the overall mission of the sponsoring department and the university. The approval of the department chair is needed

• The event will be treated as a conference and will assessed the conference room rate

• Reservation request form is sent to the Reservations Office to check for room availability

• The Reservations Office will process the request and add applicable booking details and charges.

• A room diagram will be created if necessary and given to the client for their approval

• Room charges and fees incurred must be paid in advance of the event. Payment can be made at the reservations office at the Paul Robeson Campus Center

200-01.6: Office of University Community Partnership Clients

• Reservation requests determined to fall under the aegis of the Office of University Community Partnership will be sent to that office for their review.

• After review. the OUCP will return the request to the Reservations Office indicating whether they wish to partner with the requestor

• If OUCP does not wish to partner with the requestor, the event will be treated as a Non-University/External Client event.

• If OUCP does wish to partner with the requestor, the request will be processed as follows
— The request will be processed and a Confirmation packet will be sent to the requestor.
— The Confirmation packet will contain an invoice containing reservation details, applicable fees and charges and a room diagram. The Room Charge will be discounted by 40%.

• An event walk-through will be scheduled 3-5 days before the scheduled event.
— A 50% deposit must be made not later than one week in advance of the event.
— The remaining balance must be paid within 15 days after the event. Invoices not paid after 30 days with be sent to the collections department.
— Payments can be mailed or made in person to the Reservations Office, Paul Robeson Campus Center, Room 219. Personal checks cannot be accepted.

200:01.7 Non-University/External Clients

• Upon receipt of the Reservation Request, an Invoice detailing itemized expenses will be sent to the requestor.

• The requestor will be contacted within 5 business days to ascertain continued interest.

• If the requestor is interested in proceeding with the event, a Reservation Packet will be sent to the client consisting of a Confirmation Cover Letter and Room Diagram. The Confirmation Cover Letter must be signed and returned to the Reservations Office with a minimum 50% deposit with the balance due one week before the event.

• Groups and/or individuals requesting a waiver of fees should submit an In Kind Service Request Form to the Director of the Paul Robeson Campus Center.

• Approval of In Kind Service requests rest solely with the Director of the Paul Robeson Campus Center.

• The Reservations Office will contact the client to schedule a pre-event walk-through meeting.

• All events must be paid in full before an event can be confirmed. Reservation requests for which no further interest is expressed will be cancelled.

• Security fees are included on events that require the building to remain open after regular building hours, when alcohol is being served, when admission fees are being collected, when high profile guest speakers are expected, or as determined by the staff of the Paul Robeson Campus Center.

• The determination for the number of police and/or security officers is decided by the staff of the Paul Robeson Campus Center.

200-02.3: Building Manager Fee

• Building Manager fee is included for events which are held either before opening or after closing hours of the building.

200-02.4: AV Technician Fee

• If the client specifically requests that an AV technician be present for the duration of their event, the client will be charged for the AV Technician.

200-02.5: Risk Management Fee

• This fee is collected in lieu of insurance coverage by non-university groups. This fee is transferred to the University Office of Risk Management

• The Risk Management fee is assessed as follows
— $.50 per person attending the event
— $1.00 per person attending the event when food is served
— $2.00 per person attending the event when food and alcohol

• This fee can be waived if the food vendor submits a “hold harmless waiver from their insurer naming Rutgers as an additional insured.

200-02.6: Catering Custodial Fee

• A Catering Custodial fee will be included for events utilizing food services not supplied by Rutgers Dining. This fee is $1.50 per person.

200-02.7: Weekend Custodial Fee

• A Custodial fee will be included on events occurring on the weekend…

200-02.8: Party Custodial Fee

• This fee of $300 is applied to party type reservations, i.e. weddings, birthday and engagement parties

• Up to $100 of this fee may be rebated back to the customer if excessive cleaning is not necessary after the event

• Excessive cleaning is defined as items such as carpet shampooing, wall cleaning and/or painting and large amounts of trash removal.

200-02.9: Table Vendors

• Table vendors selling items at an event will be charged a $50.00 Vendor Fee per table.

200-02.10: No Show Fee

• This fee is applied to customers should they fail to show up for their event to cover the costs of setting up the room for the event

• The fee will be equivalent to 50% of the non-discounted room charge

• Groups that receive a discounted room charge will still be charged a No-Show fee equivalent to 50% of the non-discounted room charge.

200-02.11: Refund Policy

• Reservations cancelled more than 30 days in advance will be refunded 100%

• Reservations cancelled more than 7 days, but less than 30 days in advance will be refunded 50%

• Reservations cancelled less than 7 days in advance will receive no refund.

200-03: Definitions

200-03.1: Types of Groups

• Student Organizations (includes undergraduate Fraternities and Sororities)
• Graduate/Alumni Fraternities and Sororities
• Rutgers-Newark Campus Departments
• Rutgers University Departments
• Conference Services
• Non-University
• Table Vendors
• Individual

200-03.2: Client Statuses

Good: Clients are in good standing with no issues.

Warning: Clients have outstanding charges from a previous event that is beyond 60 days past due. This status serves as a warning that the ability to make reservations in the future is in danger of being suspended should they fail to render payment for the outstanding charges.

Suspended: Clients have not paid outstanding changes and future reservation requests will be denied until payment is received.

200-03.3: Reservation Statuses

Confirmed: The room is reserved, all fees (if any) have been paid and all necessary information has been received.

Tentative: The room has been reserved but some information is missing.

Quote: This status simply informs the client of all fees, but the room is not reserved or held. The event will be confirmed upon payment of all fees.

Wait List: The requested room was not available and the client will be informed if it becomes available.

No-Show: Post event status when a client does not show for an existing reservation. Client will be charged 50% of the room charge regardless of their type.


Rutgers Policy in regards to Electoral Political Activities and the Use of University Resources can be found here.


400-00: Accounting Services

400-01: ASA Accounts

400-01.1: Policy
The Associated Students Account (ASA) is a holding account maintained by the Accounting Office of the Paul Robeson Campus Center. This account is used for depositing student fees and student organization raised funds. Expenses and expenditures by student organizations are paid via the checking account of the ASA. All Student Organizations recognized by the Office of Student Life & Leadership must have on file with the Accounting Office a current Account Authorization Form. The Student Organization must obtain, complete, and return this form from the Accounting Offices subsequent to being officially recognized as a new Student Organization, and to each election of new officers.

400-01.2: Procedure

• Obtain a blank ASA Account Authorization Form from the Accounting Office upon recognition by the Student Governing Association of the respective collegiate unit (NCAS, UC, Nursing, etc.), and the Office of Student Life & Leadership

• Fill in the precise name of the Student Organization on the first line. This will be the Organization’s account name in the ASA records in perpetuity

• Complete the section for authorized signatures. These will usually be the Treasurer and President of the Student Organization

• Complete the section with organization advisor information, and secure the advisor’s signature on the form. The advisor’s signature on the Account Authorization Form in no way allows that individual to access the Student Organization’s funds

• Answer as many of the questions in the last section as possible

• Sign and return the form to the Campus Center Accounting Office

400-02: ASA Checks
The majority of funds in the Associated Students Account are Student Fees, which are University funds, and as such may not be used for in payment of certain items. Those items being:

• Bail of Lawyer’s Fees

• Donations to partisan political organizations

• Personal purchases for student organization members

• Personal Loans

• Salaries or wages

• Establishment of outside bank accounts

• Alcoholic Beverages (by undergraduates)

• Organization Membership Premiums

• Personal Gifts (including Flowers or Gift Baskets unless in Lieu of an Honoraria for Services Rendered, i.e., a speaker at a group meeting.)

The main responsibility is upon the Student Organization, specifically the organization’s Treasurer, to request a check to be written against that organization’s funds by filling out a Voucher Form at the Accounting Office. The Originating Organization is the name of the account that the check is to be written from. The Pay To: is the person or company that the check is to be written to. In the Description area, give a brief, but complete indication of what the payment is for. For example: Food for club meeting on MM/DD/YYYY or Supplies for (Event Name) on MM/DD/YYYY. In the Amount area, write the dollar amount that the check is to be written for. Attach all backup documentation for the check to Voucher Form. Backup documents are all receipts, invoices, contracts for services, estimates for expenses, order forms related to the payment. Coordinate all contracts for services with the Office of Student Life & Leadership prior to the event. Take completed Voucher Form to the Office of Student Life & Leadership for approval. Upon approval, the Office of Student Life & Leadership will forward the Voucher Form to the Accounting Office for processing. Checks are processed on Tuesday and Thursday of each week during the Fall and Spring Semesters, and on Wednesdays only during the Summer. Endeavor to submit Vouchers for processing one week prior to need.

400-03: ASA Deposits
All funds collected by Student Organizations must be deposited in their ASA Account, and expensed by means of checks. Collected funds may include Bake Sales, Parties, Membership Dues, Donations from Outside Organizations, or any other non-student fee source.

Whenever funds are collected by the student organization, those funds should be brought immediately to the Campus Center Accounting Office. Obtain a Deposit Form from the Office attendant. Originating Organization is the ASA Account Name. Explanation section is for a description of what the funds were collected for, i.e., Bake Sale proceeds on MM/DD/YYYY. Write down the amounts of Currency, Coin, and/or Checks included in the deposit and their total amount. The person preparing the deposit form will then sign and date in the Submitted By area. The Office attendant will verify the total amount of the deposit and issue the Pink copy of the Deposit Form as the initial receipt of deposit. Deposits will batch processed on a weekly basis.

400-04: ASA Transfers (Journal Entries)
Journal Entries will be used at all times to record payments between the Student Organizations of the ASA Accounts for joint ventures and events and to record reimbursement for goods and services obtained through University sources (Purchase Orders).

The Transfer Form shall be obtained, and completed by the Student Organization providing funds (Debit) to the organization receiving those funds. Transfer From: is the name of the organization providing the funds, and Amount $: is the dollar amount to be transferred. Transfer To: is the name of the organization receiving the funds and Amount $: is the same as the line above. Explanation: give a short but detailed description of why the funds are being transferred. You should include what the funds are for (e.g., food), for what event, and on what date. Authorized Signature, Title, and Date should be the name of the Treasurer (etc.) of the organization authorizing the transfer to take place. The completed Transfer Form should be taken to the Office of Student Life & Leadership for approval. Upon approval, the Transfer Form will be forwarded the Campus Center Accounting Office for processing. Approved Transfer Forms will be batch processed on a weekly basis.

400-05: Student Organization Financial Record Keeping

• All Student Organizations are required to keep records of their financial transactions on a Fiscal Year basis. It is the responsibility of the organization Treasurer to maintain those records as their elected duty. It is also the Treasurer’s responsibility to pass those records on to the next elected Treasurer. It is the responsibility of the Campus Center Accounting Office to also keep current records with details of each active and inactive Student Organization, as well as seven (7) prior years in storage.

• Financial records may be as simple as a checkbook register or electronic worksheet, or as complex as journals and income/expense ledgers.

• The common theme to any financial record keeping should be a chronological listing of funds coming in to and going out of the student organization with a running balance.

400-06: Gift/Giveaway/Premium Policy

• Gift/Giveaway/Premium items may be purchased from funds raised by the Student Organization, use of Student Fees (SGA Allocations) is not allowed for such purchases

• The type of Gift/Giveaway/Premium items must be discussed with, and approved by the Office of Student Life & Leadership for suitability prior to purchase

• Upon approval, the purchase of the Gift/Giveaway/Premium items must be coordinated with the Student Life & Leadership.

Associated Student Accounts & Raider Card Office


Monday-Friday 8:30am – 4:30pm
Paul Robeson Campus Center
Room 325
Rutgers, The State University of New Jersey
350 Dr. Martin Luther King, Jr. Boulevard
Newark, New Jersey 07102


Milessa Robinson

Assistant Director of Budget Management and Administrative Services Accounting

Office: Robeson Room 325
Phone: 973-353-5634
Fax: 973-353-5912
milessar@andromeda.rutgers.edu