100-01 General Building Operations

100-01.1 Building Operational Hours

100-01.2: Responsibilities of Robeson Building Managers

100-02: Dining Services

100-02.1: General Information

100-02.3: Meal Plans
General Information
Meals plans are mandatory for residents of Woodward Hall.
Raider Card plans do not qualify as a mandatory meal plan.
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 for meals plan may be done in Accounting Services located in Robeson Room 325 (973-353-5633)

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 back 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
Classes are cancelled or delayed but campus is open
The Paul Robeson Campus Center is opened for regular business
Regular employees are expected to be present for work
Classes are cancelled and the campus is closed
Employees are not expected to be at work unless designated as essential personnel. The Paul Robeson Campus Center is closed for business.  Stonsby dining personal are considered essential personnel

100-03.2: Notification Of Staff Regarding Closings – Notification Chain

 
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 upon payment of a refundable cash deposit.
Student employee attire consist of:
1. Red Robeson shirt
2. Slacks, jeans or skirts (no shorts are permitted)
3. Comfortable shoes or snickers (no sandals or flip-flops)
The student employee time clock is located in Robeson Room 217.
Electronic timecards are issued by the Accounting Services Office upon hire.
Student employees are paid based on job assignments and length of service.

100-04.2: Types of Student Employees

Building Managers (Black shirts)

Reservationists

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.
Bi-weekly meetings are held between the Robeson Assistant Director and Physical Plant zone managers to discuss services, projects and repairs.

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
Keys for all building doors and entrances are kept secured in Robeson

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.


200-01: Reservations

200-01.1: General

Types of Groups
Student Organizations (includes Fraternities and Sororities)
Graduate/Alumni Fraternities and Sororities
Rutgers-Newark Campus Departments
Rutgers University Departments
Rutgers Sponsored Events
Conference Services Clients
Non-University/External Clients
Types of Statuses
Confirmed
Definition: The room is reserved and all fees (if any) have been paid and all necessary information has been submitted.
Tentative
Definition: The room has been reserved but some information is missing.
Quote
Definition: This status informs the client of all fees, but  the room IS NOT RESERVED OR HELD. Event will be confirmed upon payment of all fees.
Wait List
Definition: Room was not available and the client will be informed if it becomes available.
No-Show
Definition : 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.

200-02: Reservation Fees and Charges

200-02.1: Room Charges

200-02.2: Other Charges
Security
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.
Current (2008-2009) security fees are as follows:
Rutgers Police                 $60.00 per hour (Minimum charge $240)
Security Officer               $32.00 per hour (Minimum charge $128)
Community Service Officer $18.00 per hour (Minimum charge $72)
Building Manager Fee
A Building Manager Fee will be incurred for events which are held either before opening or after closing hours of the building.
Current (2008-2009) Manager Fee is $16.50 per hour with a $75.00 minimum charge. Minimums do not apply to student organizations.
AV Technician Fee
If the client specificially requests that an AV technician be present for the duration of their event, the client will be charged for the AV Technician. This fee would be in addition the above Tech fee.
Current (2008-2009) AV Technician Fee is $12.50 per hour.
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.
Catering Custodial Fee
If an off-campus caterer is used, a Catering Custodial Fee will be applied to the reservation. This fee is $1.50 per person.
Weekend Custodial Fee
Weekend events are subject to a Custodial Fee of $100 per event.
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 includes items such as carpet shampooing, wall cleaning and/or painting and large amounts of trash removal.
Table Vendors
Table vendors selling items at an event will be charged a $25.00 Vendor Fee per table.
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.

200-03: Reservation Policies

200-03.1: Deposits and Payments
After the Reservation Request is processed, an Invoice detailing itemized expenses will be mailed to the requestor. The requestor will be contacted withing 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. 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.
Payments can be mailed or made in person to the Reservations Office, Paul Robeson Campus Center, Room 219. Personal checks can not be accepted.
Policies for refunds of previously paid events is as follows
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.

200-03.2: Client Statuses
All reservation clients are normally in a status of “Good. However clients who have outstanding charges from a previous event that are beyond 60 days past due will placed in a “Warning Status”. The purpose of this status change is to serve 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 event. Clients who fail to pay the outstanding changes during the following 30 days will then be placed in a “Bad Status, and their ability to make any future reservation will be suspended and reservation requests will be denied until payment is received.

200-04: Reservation Procedures

200-04.1: Student Organizations, Fraternities & Sororities
Student organizations submitting reservation requests and/ or vendor table requests must obtain the appropriate signatures in the Office of Student Life and Leadership. 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.
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. The room charge and any other fees incurred have to be paid before the meeting takes place. Payment can be made at the reservations office at the Paul Robeson Campus Center.
Procedure for Submitting Reservation Requests
Reservation request form is filled out and signed by the Office of Student Life & Leadership.
Reservation request form is sent to the Reservations Office to check for room availability.
The room(s) is reserved.
General equipment, audio-visual equipment, security, Robeson staff and set-up details as well as any forms needed will be added to the reservation
Copies are given to the requesting group and to OSLL with a file copy in the reservation office.
A room diagram will be created if necessary and given to the department or client for their approval.

200-04.2: Rutgers-Newark Departments
The reservation will be placed in a tentative status until all fees are paid. Fees must be paid prior to the event date. A RIAS purchase order may be submitted as payment for all applicable charges by the department, a certified check, cash or money order will be accepted from the outside agency prior to the event being confirmed.
Procedure for Submitting Reservation Requests
Reservation request form is sent to the Reservations Office to check for room availability.
The room(s) is reserved.
General equipment, audio-visual equipment, security, Robeson staff and set-up details as well as any forms needed will be added to the reservation
Copies are given to the requesting department with a file copy in the reservation office.
A room diagram will be created if necessary and given to the department or client for their approval.

200-04.3: Rutgers University Departments
Campus and university departments are currently not charged a fee for reserving space for their meetings within the campus center (this practice is currently in place and is subject to review and/or change.) Requests by a non Rutgers-Newark university department are as the same as a campus department.
Procedure for Submitting Reservation Requests
After the Reservation Request is processed, an Invoice detailing itemized expenses will be mailed to the requestor. The requestor will be contacted withing 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. 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.

200-04.4: 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.

200-04.5: Conference Services Clients
Any non-university reservation request that originates from the Office of Campus & Community Relations will receive a 40% room charge discount. If other fees are incurred, for security needs, video and equipment needs, outside catering fee, weekend custodial or other staff, these expenses must be paid by the organization hosting the event. The reservation will be placed in a tentative status until all fees have been paid.
The Reservations Coordinator will meet with the client and OCCR to discuss set-up details and equipment needs, security needs, etc. Upon completion of this meeting and payment of all fees, the reservation will be confirmed

200:04.6: Non-University/ External Clients
After the Reservation Request is processed, an Invoice detailing itemized expenses will be mailed to the requestor. The requestor will be contacted withing 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. 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.

200-05: Reservation Forms

200-05.1: 501(c)3
Groups wishing to be handled as a “non-profit must submit a 501(c)3 which is obtained by application from the US Internal Revenue Service. This form is the only proof that a group is a non-profit organization and allows them to have fundraising events and collect monies.

200-05.2: Alcohol Approval Form
An alcohol approval form is required when an outside vendor will be serving alcohol at the event. The form needs to be signed by the people sponsoring the event and also listed is the names of the persons distributing the alcohol. It confirms that the persons distributing the alcohol have read the form and agree to adhere to the state law of not distributing alcohol to under-aged persons, the form will be, approved and signed by the Assistant. Director/ Director of the campus center.

200-05.3: Caterer’s Liability Insurance Form
A copy of the Caterer’s Liability Insurance Form must be submitted to the Reservations office. The Caterer’s Liability Insurance should provide evidence of the comprehensive general liability insurance with minimum limits of $1,000,000 combined single limits. The certificate of insurance must be submitted no later than three weeks prior to the date of the event.

300-00: Student Life and Leadership

300-01.2: Student Life Staff
Assistant Dean of Student Life and Leadership Assistant Director of Student Life and Leadership Administrative Assistant and ADA Services Coordinator Student Assistant: Programming and Special Events Student Assistant: Office Operation and Management

300-01.3: Student Activities Fees
Student fees are funds of Rutgers University. They are not funds belonging to students and, as University funds, can only be used to promote the higher education of the people of this campus community. Like tuition payments, student fees are collected from the students, and it is the University's decision to allocate them to certain student activities. The establishment of criteria and procedures for receiving the allocations from student fees is the responsibility of the student government associations and the Office of Student Life and Leadership. It is not always necessary that a student be a member of a recognized student organization to receive funding for a special project, program, or activity. Any questions should be referred to the President of the respective student government association and the Office of Student Life and Leadership. Students should refer to the guidelines established by their respective colleges and/or student governments to determine whether specific expenditures from the student activity fee are appropriate. Typical expenditures may include the cost of telephones in student offices, publications, travel (for educational purposes), honoraria for speakers, postage, stationery, office equipment, and educational, social and cultural programs for the student body. An accounting of funds from the Student Activity Fee must be made to the Office of Student Life and Leadership and the Accounting Services office. Actual expenditures must be consistent with the approved budget of each organization and activity.

300-01.4: Rules for Expenditures and Reimbursements
Organizations must maintain accurate and complete records of all financial transactions. Organizations may not obligate funds in excess of the balance in an organization’s account without written permission of the Office of Student Life and Leadership and the Budget Director of their respective student government associations. Organizations must furnish a valid invoice, bill, or receipt with the completed voucher. The receipt must contain the name of the vendor, the date purchase was made, and the name or description of each item purchased. When this is impractical, a letter of intent or a contract must accompany the voucher. Additionally, a receipt should be prepared by the organization for signing by the payee at the time of payment. All contracts must be approved by the Office of Student Life and Leadership at least two weeks prior of the date of the event. Organizations may not pay bills with personal money and then request reimbursement from the organization’s account without prior approval from the Office of Student Life and Leadership. As much as possible, except for Petty Cash expenditures, payment for goods and services should be made directly to the vendor by University check. Organizations may not deposit student fees or other monies in an outside bank account. Organizations must deposit all income from ticket sales, donations, raffles, or any other source into the organization’s ASA account. Any money collected by a student organization, from whatever source and for whatever purpose, must be deposited in the organization’s ASA account. This is good business practice and facilitates accountability and financial reporting to the membership and the University. Tickets and raffle slips must be numbered so that the proper controls and accountability can be established.

300-02.1: Student Organization Programming Paperwork Packets
All student organizations facilitating programming using student activities fees and university facilities are required to submit programming packets 15 business days prior to the event to the Paul Robeson Campus Center, Office of Student Life and Leadership. Each program will require an individual packet that includes all the completed forms necessary to facilitate the proposed event.

300-02.2: Essential items for facilitating programming
Rutgers Newark Reservation Request Form Diagram of Space Setup Student Life and Leadership: Program Guide Payment or Transfer Vouchers Contract for Personal Services Small Services Contract Program Description Form/Event Contract Five copies of Promotional Material (flyers, posters etc)

300-02.3: Timeline for Programming
Student organization submits a completed program packet to the Office of Student Life and Leadership. The packet is then date stamped and given to the Assistant Director.
The OSLL confirms that the packet is complete before processing. (Any packet that is missing information will be returned to the student organization.)
The availability of the reservation and funding is confirmed.
The packet is copied and then the originals are submitted to the necessary departments(i.e. Reservation and Account Services, Aramark).
All program packets are processed within three business days of submission.
Each organization will receive an electronic confirmation verifying that the packet(s) has been processed. All student organizations are eligible to schedule a program planning review meeting with the OSLL during designated office hours.

300-03: Student Organization Parties & Socials

300-03.1: Policies
There is a 400 participant capacity for parties, concerts and other large events.
Aspects of events will be discussed with Public Safety at the weekly security meetings. Normal security coverage for large events is 4 Police Officers and 2 Security Officers.
The sponsoring organization is responsible for identifying members of its staff to work collaboratively to ensure that the events are in line with policy.
 All parties open at 10:00 pm and close at 1:00 am.
Only participants with picture college IDs will be admitted to events.
All participants and DJ/Band representatives must past through the metal detectors.
Handbags, book bags and large coats are not permitted.
There will be no refunds issued and students are not permitted to re-enter the event once they have exited the building.
Students must wear noticeable colored wristbands issued by the Paul Robeson Campus Center staff.
Ticket Sales will end at a 400 person capacity or 12:00 am, which ever occurs first.
No alcoholic beverages, illegal drugs or illegal drug paraphernalia is permitted. If participants are noticeably under the influence of alcohol or drugs he or she will not be allowed into the building. If a participant is under the noticeable influence of alcohol or drugs during the event he or she will be removed from the event, and if warranted, emergency medical services will be called. If the student is a resident in Rutgers-Newark housing that office will be contacted immediately. If student is a member of the Rutgers-Newark community they may also face judicial proceedings from their respective academic college.
The Paul Robeson Campus Center Staff and the Rutgers-Newark Police Officers maintain the right to deny the entrance of participants to events if they show noticeable signs of alcohol or drug influences.

 300-03.2: Procedures
The PRCC staff will confirm cash and wristband count with a representative from sponsoring student organization. The metal detectors, reception area and ticket/wristband stations should be set up one hour prior to the start of the event. Thirty minutes prior to the start of the program the sponsoring organization, the Paul Robeson Campus Center staff person and the Rutgers Police officer in charge will meet to discuss the management of the event. If a disturbance occurs in the MPR during the event, lighting levels will be raised, an announcement will be made by DJ that order must be maintained. Participants. responsible for the disturbance will be isolated by Rutgers-Newark Police Department and escorted from the event. Participants who engage in any disturbances will not be permitted to return to the event. No refunds will be issued to these participants. If a second disturbance occurs lighting levels will be raised and the event will end immediately. Participants will be expected to vacate the event location. NO refunds will be issued to any participants. All monies for event are counted by organization representatives and ticket vendors. A PRCC staff must be present to supervise this activity. After monies have been counted a Rutgers-Newark Police Officer will escort organization representative to the night deposit box.

300-04: Student Fund Raiser Security

300-04.1: Policies
One Rutgers Police Officer must be present at all events were fees will be collected. Rutgers Police has the right to intervene in an event if it is determined that there is a safety issue with the program. Rutgers Police will provide escort for the deposit of any revenue.

300-04.2: Procedures
Aspects of events will be discussed with Public Safety at the weekly security meetings. Police should be scheduled from 30 minutes before the program until 30 minutes after the program has concluded. The student organization is required to assign representatives to manage and monitor the collection and deposit of all funds. A member of the PRCC professional staff must participate in the count and deposit of funds.

300-05: General Ticket Guidelines
Tickets are only available for Rutgers Students, Faculty & Staff. Maximum purchase of 2 tickets with per valid Rutgers ID per event. Each event has a finite number of tickets for sale unless otherwise noted. All sales are final and exchanges of tickets for other events is not possible. All tickets are sold in the Paul Robeson Campus Center Accounting Office Room 325. Participants must provide contact information at time of ticket purchase. Participants purchasing more than one ticket must provide specific contact information for additional participants at time of purchase. All participants will receive a receipt and ticket at time of purchase.

300-06: Bus Trip Policy
All participants must complete waiver / consent forms at time of ticket purchase. All participants are required to travel to and from the designated event location in the provided transportation. All participants must provide either the receipt or facsimile ticket issued to board the provided transportation on the day of the event. All participants should arrive 30 minutes before scheduled transportation departure times. All Transportation will depart and arrive in front of the Paul Robeson Campus Center, 350 Dr. Martin Luther King Jr. Blvd (unless otherwise noted). All Students must adhere to the University Code of Conduct concerning their behavior during trips. All participants will be held directly responsible for the behavior of their guests.

300-07: The Rutgers Logo
The Rutgers logo is only to be used on official correspondence of officially designated offices of Rutgers, The State University of New Jersey. The logo is a legally protected trademark and may not be used on products, merchandise, or any externally produced materials without permission. The University will prosecute fully the improper use of this trademark.

300-08: Promotional Posting Regulations
The posting of printed literature, posters, placards and banners on campus (except in residence halls) must be approved by a stamp in the Paul Robeson Campus Center, Office of Student Life and Leadership Rm. 352. All designated bulletin boards and showcases are maintained by the Office of Student Life and Leadership and are not available for general use. Any information posted without approval will be removed and discarded. Any organization or agency that does not follow the guidelines will be subject to loss of posting/promotion privileges within the Paul Robeson Campus Center.
Additional information about our posting policy. Please read before submitting our posting promotional material.
Material may only be posted on campus bulletin boards. Tacks and staples are to be used on bulletin boards. The maximum flyer/poster size for bulletin boards is 11”X22”. There is a limit of one flyer/poster per event on each bulletin board. Posting of flyers/posters/banners is not permitted on windows, window treatments, painted surfaces, walls, furniture, brick, concrete, wood surfaces, buildings, light poles, trees, or campus signage. Flyers may not be left on vehicles. Postings or other materials except to provide directional and scheduling information may not obstruct door or windows. Materials making reference to use, sale, or distribution of alcohol/drugs will not be approved. Materials not stamped or incorrectly posted will be removed. The posting group may lose future posting privileges. Material is approved and date stamped to one day following the event. All promotional material will be processed within three business days of submission. All promotional material will be included in the biweekly Office of Student Life and Leadership promotional campaign.

300-09: Websites for Student  Organizations
The OSLL will provide a single web page for recognized student organizations. Each website will contain the general information about the organization which will be updated by the OSLL each semester. Organizations that have their own websites may attach a link to their individual page.

300-10: Student Organization Printing Resources
Each student organization is allowed to an On campus printing credit of 50 Black & White, 10 Color copies, 4 posters per semester.
All publicity must be approved by the Office of Student Life and Leadership prior to printing. The student organization representative must fill-out the print request form located in the OSLL and submit it to a member of the OSLL staff. The student organization representative will be contacted when the job is complete.

300-11: Student Organization Office Space

300-11.1: Policy
Student organizations are illegible to receive office space based on the criteria listed below:
Applicant must be a recognized student organization. The student organization must facilitate an environment that is welcoming for all members of the campus community. The office will be kept clean and organized. The organizations will report all damages to the OSLL. The organization must maintain set office hours that are promoted and posted in the beginning of every semester. Office space must not be used to store personal belongings.

300-11.2: Procedures
The student organization will attached a formal request for space the student organization registration form. The request will be reviewed and confirmed by the NCAS or UC Student Government Association. The OSLL will review the NCAS or UC recommendations. The keys will be submit in the beginning of the year and returned the last day of class during the spring semester.

300-12: Purchase & Storage of Equipment

300-12.1: Policy
Material and equipment purchased must be approved by the OSLL. Materials purchased must be purchased from university-approved vendors. All equipment must be inventoried and logged at the close of each semester. All student organization equipment inventories will be submitted to the OSLL.

300-12.2: Procedures
Determine necessary equipment. Review selections with the OSLL. After approval of modifications order from a recognized Rutgers Vendor. Log all material received. Arrange materials as per their use into storage.

300-13: Student Organization Campus Recognition Policy
A Completed Student Organization Registration/Recognition packet submitted to the OSLL 30 days following the first day of class during each semester. 2/3 confirmation vote from the NCAS OR UC student government association. Constitution and bylaws. Faculty Advisor. Roster of 15 active undergraduate members. Roster of executive officers (See Registration Form for a Proposed New Student Organization). Participation in the OSLL: Student Leadership and Transition Symposium (Minimum 2 reps. Training module for student organizations/leaders). Please be advised that because of the Student Fee structure, undergraduate organizations should have only undergraduate students as full members, graduate organizations should have only graduate students as full members, NCAS groups should have only full members from NCAS, and UC groups should have only full members from UC. Groups may have auxiliary members from colleges other than where the group resides. Failure to achieve recognition will subject that organization to permanent or temporary suspension of charter, withdrawal of University recognition and/or support, social probation, denial of use of University facilities, or other appropriate action.

300-14: New Student Organizations
New student organizations are required to gain approval by a 2/3 vote from the Newark College of Arts and Science Student Government Association, the University College Student Government Association before seeking campus recognition for the Office of Student Life and Leadership.
All new organizations will be on probation for one academic year. All new organizations are not illegible for office space 1 academic year. Please be advised that because of the student activities fee structure, undergraduate organizations should have only undergraduate students as full members, graduate organizations should have only graduate students as full members. All student organizations must establish and maintain an active account with the Paul Robeson Cultural Center Account Services. All funding transactions must be made through the Paul Robeson Cultural Center Accounting Services. All student organizations are required to have a member of university community(faculty, staff, administrator) serve as student organization advisor. Only recognized student organizations will be permitted to use or reserve facilities on the Newark campus. Please be advised that because of the Student Fee structure, undergraduate organizations should have only undergraduate students as full members, graduate organizations should have only graduate students as full members, NCAS groups should have only full members from NCAS, and UC groups should have only full members from UC. Groups may have auxiliary members from colleges other than where the group resides.

300-15: New Fraternity & Sorority Recognition

300-15.1: Policy
All nationally affiliated fraternities and sororities petitioning to colonize or charter a chapter must collect and submit the items listed below to the OSLL.
Completed Student Organization Registration and Recognition Form National Recognition (Fraternities and Sororities chartered at Rutgers Newark prior to 1989 are exempt) Chapter Insurance Chapter History Membership Intake Process Constitution and Bylaws Faculty Advisor Graduate (National Liaison) Chapter Advisor Roster of 5 active undergraduate members Roster of executive officers (See Registration Form for a Proposed New Student Organization)

300-15.2: Procedures
Petitioning organization submits recognition packet to OSLL in the Fall semester. OSLL submits completed packets to the IFSC. IFSC contacts petitioning organization to schedule interview. IFSC 2/3 vote determines acceptance. OSLL confirms IFSC decision. Petitioning organization maintains 1 academic year of probation.

300-16: Fraternity & Sorority Alcohol Policy
The chapter which sponsors activities within it’s own facilities must abide by the Rutgers University Social Guidelines, the IFSC, the University and National Headquarters. These guidelines are designed to provide purpose, regulations, recommendations and services to all the fraternity/sorority and fellowship organizations in the proper and educated use of alcohol. Chapters wishing to utilize other University facilities must familiarize themselves with and abide by the regulations, which govern that particular space.
No fraternity/sorority chapter shall serve alcohol to anyone below the legal age of consumption in the state of New Jersey. No member, pledge or guest below the legal age shall be provided or encouraged by the chapter to consume alcohol while on or off the premises. Any use of alcohol for the purpose of pledging or membership requirement is directly in violation of the hazing policy. Any organization found serving alcohol to minors shall be punished to the full extent of the law. Charges will be brought against the chapter through the University and the IFSC. The chapter could be placed on probation and their University charter could be withdrawn.

300-17: Fraternity & Sorority Housing
Chapter houses are required to comply with health, safety standards as established by the Housing codes of New Jersey State Multiple Dwelling Law. It is the responsibility of the chapter officials and alumni to familiarize themselves with the city of Newark Housing and Property maintenance code. The Rutgers University/New Jersey of Fire and Emergency Service, with the assistance of the OSLL will conduct safety and fire inspections in accordance with Housing and Property Maintenance code to ensure compliance by chapters housed on the Newark Campus.

300-18: Insurance Coverage for Fraternity & Sorority Houses
The following is required for fraternity and sorority chapters who own and maintain properties on or near Rutgers-Newark.
The Director of the Office of Risk Management has stated the following requirements:
Fraternity and sorority chapter houses must carry a minimum of $1,000,000 of combined single limit of bodily injury and property damage liability insurance and name Rutgers, The State University and “additional insured in their policies. Furthermore, the policies should provide that the University be notified of any change or cancellation of policy terms with a prior 30 day written notice. Fire and extended insurance coverage on the property with a “debris removal” clause and a requirement that a certificate of insurance be furnished to the University as evidence of coverage.

300-19: Disability Services
All ADA services are handled through the OSLL. By law all ADA services matters are handled in the utmost confidentiality and discretion.
Students requesting ADA Assistance must provide a letter from their physician or clinician which states their current disability and the type of assistance required. Files are maintained on every student and must be secured to protect student privacy. Students are required to submit their class schedule and specify which classes they need assistance with. The OSLL campus coordinator of ADA services will hire and train students to support the needs required by ADA Students. The ADA Campus Coordinator will purchase any devices deemed necessary to support the needs of the ADA students. The assigned ADA assistants will be responsible for taking notes, copying books and relaying the class information back to the ADA student. Students who require additional time to complete exams must contact their professor who, upon approval, will supply the ADA coordinator with the exam and the time allotted for completion. The ADA Campus Coordinator must arrange for a room and a proctor to allow the student to take the exam.

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 Office of Student Life & Leadership to ensure that an approved Vendor is selected and paid for the goods under consideration.
Payment for the Gift/Giveaway/Premium items is to be by means of check processed through the Student Organizations Associated Students Account. Said check should be payable to a recognized Vendor for such items.
Payments to Student Organization members for Gift or Giveaway or Premium items should be avoided.
Internet orders of Gift/Giveaway/Premium items should be avoided.
An example of Gift/Giveaway/Premium items to be avoided would be Shot Glasses.