Student Organization General Guidelines

Distribution of a publication / product on “behalf” of Rutgers, The State University of New Jersey

If a student organization intends to engage in any fundraising activity that involves the distribution of a publication / product on “behalf” of the University, the organization must receive written confirmation from Division of Student Affairs that it is University-approved. This can be achieved by contacting the organization’s advisor with all details of the publication or product. This includes, but is not limited to: planners, brochures, booklets, calendars, posters, coupon booklets.     

 If the student organization does not receive the explicit written confirmation of approval for such products, the student organization and/or the individual students will be responsible for any and all costs associated with the initiative. 

Additionally, if the organization wishes to have materials delivered and/or distributed in the student centers, permission must be granted by Student Center staff for both.  The Student Center has the right to refuse delivery if arrangements are not coordinated.  Please see Student Center Policy “PUBLICATION DISTRIBUTION IN STUDENT CENTERS” (below). 

Rutgers University Student Centers requests that all student organizations include the following disclaimer on every issue of a newspaper, newsletter, magazine or any other printed or electronic publication they produce:

“The views, opinions and representations in [name of student organization] are those of the student organization and do not represent the views, opinions or representations of Rutgers, The State University of New Jersey.”

Distribution of Publications by Student Organizations in Student Centers

This policy governs the use of Rutgers University Student Centers as a distribution point for newspapers, journals, pamphlets, brochures, advertising and other related materials.

All materials should originate from a Rutgers University department or student organization and must be approved by an appropriate University representative.

The representative will provide written approval for distribution to the Student Center Director or his/her designee. The representative should provide a general description of the publications, journals, pamphlet, brochure or advertising, quantity for distribution, arrival and removal date, and contact information.

Student organizations with weekly, biweekly, annual or semesterly publications to be displayed at the student centers must request approval from Student Center staff two (2) weeks prior to the requested display date.  Failure to submit written request to display these publications will result in the removal of the publication from the information desk or approved display areas.

Student Centers will refuse delivery of all items if this process is not followed.

Student Centers reserve the right to refuse any material which violates the student code of conduct and any university policies.

Hazing Policy

Acceptable Behavior:

The pledge/new member initiation process should be conducted in a manner which respects the dignity of pledges/new members and protects their mental and physical well-being.  Examples of acceptable behavior include pledge/new member activities that are not classified as hazing, but promote scholarship and service, develop leadership and social skills, assist with career goals, involve students with alumni, improve relations with others, build awareness of fraternity/sorority history, instill a sense of brotherhood/sisterhood, foster solidarity and promote the institutional mission of the host university.

Statutory Authority:

Hazing is illegal in the state of New Jersey.  This Pledge/New Member’s Bill of Rights was developed by the New Jersey Attorney General pursuant to N.J.S.A. 18A:3-24 et seq.

State Definition of Hazing:

Pursuant to New Jersey Statute:

1. 2C:40-3.

a.   A person is guilty of hazing, a disorderly person’s offense, if, in connection with initiation of applicants to or members of a student or fraternal organization, he knowingly or recklessly organizes, promotes, facilitates or engages in any conduct, other than competitive athletic events, which places or may place another person in danger of bodily injury.

b.   A person is guilty of aggravated hazing; a crime of the fourth degree, if he commits an act prohibited in subsection and which results in serious bodily injury to another person.

    2C:40-4.

Notwithstanding any other provision of Title 2C of the New Jersey Statutes to the              contrary, consent shall not be available as a defense to a prosecution under this act.

    2C:40-5.

Conduct constituting an offense under the Act may, at the discretion of the prosecuting attorney, be prosecuted under any other applicable provision of Title 2C of the New Jersey Statutes; and

2. Other behaviors or activities in addition to those prohibited under N.J.S.A. 2C:40 et seq.defined as hazing by a university with respect to its students.

Prohibition on Hazing:

1.     A pledge/new member shall have the right to be free of all activities which may constitute hazing while attempting to become a member of a fraternity or sorority, or other campus organization.  Campus organizations and their members are prohibited from engaging in or encouraging others to engage in activities that are defined as hazing.

2.     A broad range of behaviors that may place another person in danger of bodily injury or behavior that demonstrates indifference or disregard for another person’s dignity or well-being may be classified as hazing under the above definition.  Examples include, but are not limited to the following:

a)     Forcing, requiring or endorsing members to drink alcohol or any other substance and/or providing such alcohol or other substance;

b)     The unauthorized or illegal use of alcohol in any form or quantity during any activity;

c)     Calisthenics (sit-ups, push-ups and runs);

d)     Branding and tattooing;

e)     Pushing, shoving, punching, whipping, beating, tackling or any other physical abuse;

f)     Unauthorized line-ups of any nature;

g)     Throwing anything (garbage, water, paint, etc.) at an individual;

h)     Any form of paddling, physical abuse, psychological abuse, deception or shocks;

i)     Requiring individuals to walk or march in formation of any kind;

j)     Publicly wearing apparel which is conspicuous and not normally in good taste (uniforms, head apparel, boots/shoes, etc.);

k)     Not permitting individuals to speak for extended periods of time and/or forced exclusion from social contact;

l)     Preventing any person from practicing personal hygiene;

m)     Any activity which interferes with an individual’s scholastic pursuits (class attendance, preparation, study time, etc.)

n)     Forced consumption of food or other substances;

o)     Theft, defacement or destruction of private or public property

p)     Conducting unauthorized scavenger hunts, treasure hunts, quests, road trips, paddle hunts, big  brother/little brother hunts, big sister/little sister hunts;

q)     Engaging in public stunts and buffoonery, public displays or greetings;

r)     Servitude of any nature (food runs, personal errands, academic work, etc.);

s)     Permitting less than six consecutive hours of sleep each night;

t)     Nudity or exposure to the elements at any time;

u)     Yelling, screaming or calling individuals demeaning names;

v)     Engaging in unauthorized activities which involve compelling an individual or group of individuals to remain at a certain location or transporting anyone anywhere, within or outside the city of New Brunswick (road trips, kidnaps, sneaks, drops, etc.);

w)     Assigning or endorsing “pranks” (stealing composites, trophies, mascots, etc.)

x)     Carrying of any items (paddles, bricks, rocks, pocket change, dog collars, signature books, etc.)

y)     Forcing, requiring or endorsing members to violate any University policy or any local, state or federal law.

Non-Discrimination Policy

University sponsored clubs or organizations have certain obligations with regard to Title VI of the Civil Rights Act of 1964; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; the Older Americans Act of 1975; and the policies established at Rutgers through the Board of Governors. Consideration should be given to:

Memberships:

Clubs and organizations may not deny membership to anyone on the basis of race, religion, color, national origin, ancestry, age, sex, sexual orientation, gender identity and expression, disability, atypical hereditary cellular or blood trait, marital status, civil union status, domestic partnership status, military service, and veteran status, and any other category protected by law; with the exception of social sororities or fraternities which are entitled by law to remain single-sex organizations if tax exempt under 504a of IRS code 1954.

Benefits:

Clubs and organizations shall not discriminate on the basis race, creed, color, religion, national origin, ancestry, age, sex, disability, marital status, familial status, affectional or sexual orientation, or veteran status in providing aids, benefits or services to students.

    The SABO provides Tickets Sales both in-person and online sales to registered accountholders. 

• The following form must be completed, and reviewed by SABO to determine which type of sale is appropriate here
• All potential sales must be vetted by both the advisor and SABO.
•  All first time sales will be evaluated for the feasibility for the potential of tickets that will be sold.  Priority on-line access will be given to past successful events.
• All on-line sales application must be received and reviewed at least two weeks prior toticket sale date to allow for set up.
• All on line sales must have a minimum sale amount of 100 tickets.
• All funds for event expenses must be in the accountholders SABO account BEFORE the event.  This includes all fundraising, allocations, special event funding or donations.  Estimated generated ticket sales will not be considered.
• If the sale is approved the contact must work with a SABO designee in setting up the on-line sale.
• Tickets to be sold at the SABO window require a minimum of 2 days notice, before the sale.  Pre numbered tickets must be provided at the SABO office 1 day before the sale is to begin.
• All credit card sales at the SABO window are subject to a 3.5% credit card charge.  Credit cards and cash can be used for the purchase of tickets at the SABO window.
• All on line sales will receive a weekly email with the amount of tickets sold.
• All on line ticket sales have a $1.50 service charge.
• Student Organizations MAY NOT hold online ticket sales outside of the SABO system.
• Student organizations MAY NOT utilize Paypal, Chase Quickpay, Square Cash, or any other payment sharing system. Student organizations may use Venmo for fundraising tables, like Bake Sales, in the Student Centers, but cannot use for the sale of tickets or for admittance to events at any time.
  
• Student Organizations who are not charging students for ticket sales but would like to use in-person or online tickets may also use this request form.

For more information, visit the SABO website

Policy for Guidelines and Behaviors for Registered Student Organizations on Campus

The following actions could be judged to be injurious to the health, safety, and public welfare of the University community, and are not acceptable activities on the part of student organizations on campus:

A.     Any action that adversely impacts the academic or vocational pursuits of students or their health.

B.     Seeking to force or coerce – physically, emotionally, or by harassment – any student into religious activity or affiliation.  This would include attempts to change the religious affiliation of a student by emotional pressure, harassment, or disparagement of other groups or doctrines. 

C.     Any action that removes students by pressure or force from the campus.  This may include peer pressure, emotional pressure, or the pressure that arises from the strong relationship of a student to a group.

D.     Any action that adversely impacts the financial status or conditions of students.

E.     Engaging in false or deceptive promotions or advertising concerning a group or its activities.  This includes both direct deception (e.g., claiming that a group is something that it is not), and deception by omission (e.g., failing to disclose that a campus religious group is affiliated with a particular religious organization).

F.     Intruding by uninvited visit at dining hall tables, into residence halls or other private areas in which students should expect privacy.

G.     Barraging students with repeated and or unwanted phone calls, mail, e-mail, or text messages.

H.     The involvement of non-students or others unrelated to the university who pose as students for the sake of solicitation.

I.     Student organizations and its members on campus will adhere to all Rutgers University policies and procedures, and local, state and federal laws. All activities must comply in full with the regulations established in the Rutgers University Code of Conduct, Rutgers University Sexual Harassment Policy, Rutgers Hazing Policy, and Student Involvement and Leadership Student Organization Incident Policy as well as any other agreements made with authorized University officials regarding such activities.

Fundamentally, students have the right to choose their affiliations, or even to choose no affiliation. They have the right to choose their own friends, to make their own career decisions, to choose their own classes and majors, to read the books they want and to discuss the ideas that interest them, and to relate to their families in the way that they choose.  These rights of choice should be acknowledged and respected by all recognized student organizations.

Policy on Organizational Relationships with Groups outside the University

 Student organizations that have a relationship with a “parent” or national/international organization must present documentation regarding their affiliation and a copy of the parent organization’s constitution and/or guidelines when seeing initial recognition or re-registering. The policies and procedures of the University, as well as local, state and federal laws prevail over those of any parent or national/international organizations.

All decision making/policy setting will remain under local, campus administrative authority.

Further, the student organization shall abide by all applicable rules and regulations of the University and under the privileges as granted by the Division of Student Affairs and by the rules and regulations of the Board of Governors.

Trademark and Licensing

Student Organizations, as entities of the University, who purchasing imprinted supplies such as t-shirts, sweatshirts, caps, mugs, promotional items, etc., must use a vendor licensed by the RU Trademark Licensing Department regardless of design. Consult your Advisor if you are ordering items imprinted with your organization name or any other RU trademarks to be sure you are in compliance with trademark licensing guidelines. The Trademark Licensing website has a list of licensed vendors as well as information on the appropriate use of RU trademarks. For a list of approved vendors, visit the website at ucm.rutgers.edu/trademark-licensing. You are welcome to contact the Trademark Licensing staff, Elyse Carlson phone (848-445-1951) or Greg McCambridge (848-932-0586) for help with finding an item or designing an imprint that will meet your promotional needs. This assistance is free of charge.

Responsible Computer Usage

Responsible Computer Usage

Here at Rutgers there are multiple communication tools that allow you to connect with your organization’s members.  The University provides some of these computing resources for your use; however, please remember that these resources are shared by the entire University community.  Together we share responsibility with all students, faculty and staff to use computer resources appropriately.   Details of the Acceptable Use Policy can be accessed here 

The Office of Information Technology is committed to providing the computing resources and support to enable the Rutgers community to achieve its mission.  If you need further assistance, please contact the New Brunswick Computing Services Help Desk, 445-HELP (4357) or send email to helpdesk@nbcs.rutgers.edu.

Sales in Academic Spaces

Sales in academic space are subject to different guidelines and procedures than those in student center space. To sell in academic space, the intent of sale must be specific to fundraising for the student organization or a charity. Student organizations are not permitted to bring in outside vendors/organizations or resell goods purchased from outside organizations/vendors.  Student organizations are permitted to have bake sales in academic space (see Food and Catering Guidelines for additional information).

General Guidelines

• Sales are permitted in Science and Engineering Resource Center (SERC) and Allison Road Classroom (ARC) buildings on Busch Campus.
• Space is limited; only one group is permitted at a time to conduct a sale.

Reservations

• Student organizations must secure a reservation for the space a minimum of 5 days in advance using Virtual EMS at the Meetings and Events Office website, centerres.rutgers.edu
• Reservations are based on availability. You will receive a confirmation email regarding your reservation.

Procedure Overview

• Student organizations must check in at the Busch Student Center Operations Office. Student organizations are responsible for picking up a “Bake Sale Kit,” which includes required materials for sale (i.e., small table, signage for table, a cash box, rubber gloves and wax paper).
• Bake Sale Kit and cash must be deposited at Busch Student Center Operations Office at the conclusion of shift.
• Additional procedures are included in Reservation Confirmation Email.

The following is NOT PERMITTED:

• Selling items that require temperature control (i.e., no milk, yogurt, pizza, etc.)
• Reselling goods purchased from outside organizations or vendors (Sale items should be homemade baked goods by student organization)
• Removal of tables/chairs from classrooms
• Loud music or loud voices (Student organizations are responsible for respecting the academic environment of the sale)

For more information…

Please visit the Rutgers University Student Centers website for a complete listing of room and equipment rental rates and facility usage guidelines: http://studentcenters.rutgers.edu/

Student organizations may utilize Venmo when conducting small fundraisers  for product sales such as bake sales, flower sales, candy sales etc. in all Student Center and academic spaces.  The Venmo transactions must be redeemed and all funds raised using Venmo must be deposited in the student organization’s SABO account within 72 hours of the fundraiser via cash or a check.

Additionally all cash collected at contact tables must be deposited at the Student Center administrative office in which the sale takes place and/or nearest Student Center to the academic space.  Deposited funds will be transported to the SABO office to be deposited in the organization’s SABO account.

At this time Venmo can be used for product sales only. Venmo is prohibited to be used for ticket sales.  Online ticket sales may be utilized when a student organization is planning on selling 100+ tickets.  Please be sure to review further information regarding online ticket sales for your events. If you have any questions, please contact your Advisor.