NJIT Student Organization Handbook | Fall 2022/Spring 2023

Table of Contents

Section 1: General Information

Office of Student Life

Student Senate Purpose Statement

Graduate Student Association Purpose Statement

Section 2: New Student Organization Process

New Undergraduate Student Organization

New Graduate Student Organization

Section 3: Student Organization Guidelines

Undergraduate Student Organizations

General Requirements

Graduate Student Organization

Faculty/Staff Advisor

Student Life Liaison

Highlander Hub

NJIT Email Alias

Offices and Storage Lockers

Student Organization Status

Withdrawal of Registration & Recognition

Re-Registration

Access to Campus Center After Hours

System

Section 4: Event Policies

Event Dates & Hours

25live and Space Reservation Guidelines

Deadlines for Submitting Events

Expressive Activities (Demonstration, Assemblies, Vigils,

Networking Events

Event Logistics

Event Layouts

Media & Technology Support Services (MTSS)

Game Room Use & Reservations

at Events

Gourmet Dining Catering, External Catering, & Waiver Process

Vendor Contract & Insurance Requirements

Life Newsletter - The S.L.I.C.E.

Policy

Policies

Accessing

with

Student Organization Credit Cards

Student Life Credit Card Purchase Request

eMerchant

Bookstore Purchases

Reimbursements

Fundraising

Section 8: Student Organization Conduct 30

Student Organization Conduct Overview

Section 9: Other Student Organization Resources 31

Bias Incident 31

CARE Report 31

General Incident 31

Title IX and Sexual Misconduct

Student Life Leadership Workshops

Appendix

Student Organization Advisor Expectations

Student Organization Office Agreement

Movie Rights/Licensing

Bookstore Purchasing Request Form

Section 1: General Information

Office of Student Life

Our Mission

The Office of Student Life (Student Life) enhances the student experience at NJIT by providing opportunities for student-centered learning, personal and professional growth, and resources that foster an engaged and inclusive campus community.

Our Vision

Students will be empowered to be leaders in the global community through our advisement, advocacy, annual programs, and services.

Student Life Contact Information

Office of Student Life

Campus Center, Room 485

Phone: (973) 596-3693

Email: StudentLife@njit.edu

150 Bleeker Street Website: njit.edu/studentlife Newark, NJ 07102 Highlanderhub.com

Social Media: @LifeatNJIT

@NJITGreek Life

Student Life Staff Members

Matthew Blanar Director matthew.a.blanar@njit.edu (973) 596 3693 Student Life

Michael Davis Associate Director michael a davis@njit edu (973) 596 5274 Fraternity & Sorority Life

Brittany Costantino Assistant Director brittany quinlan@njit edu (973) 596 5640 Fraternity & Sorority Life

Christopher Won Associate Director christopherwon@njit edu (973) 596 3659 Diversity & Inclusion

Amber Danku Assistant Director adanku@njit edu (973) 596 3606 Food Pantry & Commuter Resources

Carie Hernandez Administrative Assistant carie hernandez@njit edu (973) 596 3693 Credit Card & Finance Request

Max Nadel Graduate Assistant max nadel@njit edu (973) 596 4091 Programming

Student Senate Purpose Statement

Student Senate (Senate) is dedicated to improving your NJIT experience. Our job on campus is to represent the student body. We act as liaisons between the students and university administrators to discuss academic policies and campus facilities. Student Senate is also responsible for advising the funding of Senate Recognized Organizations and helping them maintain their good standing with the university

Student Senate Contact Information Student Senate Office Email: Senate@njit.edu Campus Center, Lobby Website: njitstudentsenate.org 150 Bleeker Street Social Media: @njit_senate Newark, NJ 07102

Graduate Student Association Purpose Statement

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

● represent and articulate the interests of the graduate students

● promote communication between students, faculty, and the administration

● oversee the expenditure of graduate student activity fee

● promote and encourage the professional growth, social and cultural development, and academic excellence of students in the graduate programs of the New Jersey Institute of Technology

GSA Contact Information

Graduate Student Association Office Website: www gsanjit.com

Campus Center, Lobby Social Media: @njit.gsa 150 Bleeker Street Newark, NJ 07102

Section 2: New Student Organization Process

New Undergraduate Student Organization

In order to be recognized by the Student Senate and request Student Activity Fee funding, new organizations should complete the New Organization Registration Process on Highlander Hub during new organization application dates, which will be announced each semester. More information on starting a new organization can be found on the Student Senate website.

Approval Process

1. Student Life will review the academic eligibility of the Executive Board for the new organization. to be eligible all Executive Board members:

a. Must have a minimum 2.5 cumulative GPA

b. May not be a First Year or Transfer student in their first semester.

i. Fall admits are eligible the following spring semester.

ii. Spring admits are eligible for the following fall semester.

2. Once approved, the Student Organization Committee will review the application, membership list, constitution, as well as description and purpose of the organization. Membership lists must include a minimum of 10 members plus a faculty/staff advisor.

3. The Student Organization Committee approves organizations based on their need and impact to NJIT. They will consider if a prospective organization is similar to an already existing organization and the goals of the prospective organization for instance.

4. Once approved by the Student Organization Committee, the prospective organization is brought up for a vote at the Student Senate meeting to which the organization is invited to attend to represent the organization as well as answer any questions asked by Senate.

Organization Approved: The Organization will be approved in Highlander Hub and officially recognized by the Student Senate. The organization will be assisted with additional steps including, receiving a budget, index, training on highlander hub, email, 25Live access, credit card, eMerchant access, etc.

Organization Denied: In the event that the organization is denied, the organization may request feedback from Senate and reapply in the future.

New Graduate Student Organization

In order to be recognized by the Graduate Student Association (GSA) and request Student Activity Fee funding from GSA, currently enrolled graduate students must contact the President of GSA or complete a New Organization Registration form in Highlander Hub when the process is open, which then is reviewed by Student Life and GSA. Graduate student organizations must have the following:

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

2. A constitution and purpose statement for the organization.

3. An NJIT faculty/staff advisor.

Graduate students must maintain a cumulative GPA of 3.0 to hold an E-Board position.

Once submitted, communications will be sent by Student Life regarding the status of the student organization. If approved by the GSA, all graduate student organizations must adhere to the policies set forth in this handbook.

You can find additional helpful information about GSA on their Highlander Hub page as well as in their GSA Documents. To get involved with the GSA, please contact your Department Representative or email us at gsa-vp-communication-group@njit.edu.

Section 3: Student Organization Guidelines

Undergraduate Student Organizations

General Requirements

To be in good standing, student organizations must re-register each year via Highlander Hub within the timeframe announced by the Office of Student Life (Student Life). Student organizations requiring late registrations must request via email to Student Life at StudentLife@njit.edu. More information regarding re-registration can be found within the section Student Organization Re-Registration & Elections.

Each student organization is expected to meet the requirements of Student Senate Tiering System in both minimum number of points and minimum number of events, which must be approved on Highlander Hub. An event is an occasion where all NJIT students are welcome to listen, learn, ask questions, and/or participate. There should be substance to an event, such as having invited guests to speak or teach, providing the students a service, supplying the resources for an activity or competition, and/or fostering discussion for topics beyond a student organization’s operations. These gatherings should have some correlation to the organization’s purpose. These events and general meetings must be on Highlander Hub and attendance at these events must be taken using my campus lab software.

Additionally, undergraduate student organizations that receive Student Senate funding must meet the expectations of the Student Senate Tier System, comply with the Student Organizations Handbook, adhere to the Student Senate Finance Bylaws, and take attendance at all gatherings through the Campus Labs Check-In App, which is connected to Highlander Hub and the CORQ app.

Executive Board (E-Board) & Member Eligibility

Undergraduate students must maintain a cumulative GPA of 2.5 to hold an E-Board position. Students cannot serve in an E-Board position within more than one University Serving Organization. Graduate students can be members of undergraduate student organizations, but cannot: hold E-Board positions, win prizes purchased with undergraduate Student Activity Fee, and/or attend conferences paid for by the undergraduate Student Activity Fee.

Benefits of being a Student Life/Student Senate Recognized Organization

konica@njit.edu

*Student Senate Recognised Organizations may also request a yearly line budget, grants, and/or other forms of funding

Attendance is expected of all undergraduate student organizations at:

1) Annual Student Leader Training (early Fall semester)

2) Annual Student Leadership Conference, NJIT L.E.A.D.S. (early Spring semester)

3) Monthly Student Organization Cabinet (SOC) Meetings (Senate recognized)

4) Student Involvement Fairs held at the start of each semester

5) Open Houses/Experience Days

a. Student organizations are expected to attend at least one per year

b. University Serving Organizations are expected to attend three per year

Graduate Student Organization

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

1. All graduate student organizations recognized by the Office of Student Life show active participation in General Assembly Meetings held by the GSA. At least one member from the Executive Board of each graduate student organization must attend every GSA General Assembly Meeting and provide an update on its activities.

2. All graduate student organizations must maintain an accurate, updated roster and organizational profile in Highlander Hub.

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

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

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

6. All organizations allocated funding through the GSA must abide by all requirements outlined in the Student Organization Handbook provided by the Office of Student Life.

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

Faculty/Staff Advisor

Each student organization is required to have an NJIT staff or faculty member serve as their advisor. Prior to re-registering each year, the student organization should confirm with the advisor that they would like to continue serving as an advisor for the organization. If not, the organization will be responsible for seeking a new NJIT faculty or staff member to serve in the advisor role. The Office of Student Life will host annual training workshops and/or provide guidance via email for Student Organization Advisors. To remain in good standing, organizations

advisors are required to attend a training session or schedule a meeting to review expectations with the Office of Student Life.

Student organization leaders are expected to have regular communication with their advisor, invite advisors to attend meetings and events, review budgets and expenses, seek guidance, request mediation regarding intergroup conflict, utilize advisors to connect with resources, and seek their professional expertise, especially within organizations with academic and technical purpose. Please review the Advisor Expectations document in the Appendix for more information.

Student Life Liaison

Additionally, each student organization will be assigned a Student Life Liaison to assist them. Your liaison will be in charge of approving your events on highlander hub and will communicate with you any updates or changes from Student Life. Student organizations are encouraged to reach out to their Student Life Liaison with questions or concerns about events, policies, or finances.

● Director: University Serving Organizations, GSA, Graduate Student Organizations

● Associate Director, Student Life - Student Activities Council, Student Senate, Recreation & Special Interest

● Associate & Assistant Director, Fraternity & Sorority Life: Social and Professional Fraternities & Sororities

● Associate Director, Diversity & Inclusion: Cultural & Spiritual Organizations

● Assistant Director, Operations: Academic & Professional Organizations

● Graduate Assistant: Civic Engagement & Advocacy Organizations

Highlander Hub

Highlander Hub is NJIT’s online platform for student engagement, student organizational management, and campus-wide events. All NJIT students, staff, and faculty have access to view and join our 150+ student organizations, residence hall programming, and departmental events online at www.highlanderhub.com or by downloading the Corq app at www.corqapp.com. Institutional, Senate, or GSA recognized student organizations must request organizational access by contacting Student Life at StudentLife@njit.edu. Student Life will host regular training sessions for Highlander Hub and/or send helpful information whenever there are relevant updates. Guides for Highlander Hub use can be found within Highlander Hub.

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

NJIT Email Alias

In order to obtain an email alias for your student organization on NJIT domain, the advisor of the student organization should make the request to the Service Desk, either by emailing the Service Desk at ServiceDesk@njit.edu or visiting them in person in the PC Mall.

Offices and Storage Lockers

At the end of each Spring Semester student organizations will have an opportunity to apply for a shared office space or storage locker for the following academic year. An email will be sent from Student Life to all executive board members when applications open and close. No late applications will be accepted. Please note, receiving an office and/or storage space the previous academic year does not ensure you will receive it in the following academic year. Student organizations who are granted office space and/or storage lockers must adhere to the guidelines set forth in the Student Organization Office Agreement. (see Appendix). All organizations with an office space or storage locker will be required to clean out their items by the end of May, items left in the space as of June 1 will be discarded.

Student Organization Status

For budgeting purposes, student organizations are divided into categories, as defined by the Student Senate:

University Serving Organizations (USOs): Organizations that provide continuous, contracted programs for the total undergraduate student body; chartered and directed by the Student Senate for the sole purpose of providing general programs or services for all undergraduate students.

Tier 1, Tier 2, Tier 3, & Tier 4 Organizations: Organizations that have a line budget of up to $8,000, $5,000, $3,000, and $1,500 respectively based on their tier. The budget is mainly used for single event programs within more specific populations, but open to all NJIT students. It may also be used for meetings, conferences, supplies, and for other reasons that are in accordance with Finance Bylaws (can be found in the Senate Public Drive).

Withdrawal of Registration & Recognition

The privileges conferred through registration and recognition may be withdrawn for cause which shall include willful or negligent violation of Student Senate, GSA, Institutional, State, or Federal standards, codes, policies, and/or laws.

Recognition by Student Senate will also be withdrawn or discontinued:

● At the written request of the student organization

● When constitution or charter provision dissolve the group

● Not meeting the student organization requirements

Student Organizations who fail to meet all necessary requirements may be issued a warning, be

placed on probation or be suspended. Student Life or Student Senate Constitution Committee will determine the outcome based on the severity of the infraction. Outlined below are the various penalties an organization may face.

Warning: A formal notice to the student organization that they will be placed on probationary status if specific obligations are not met within a designated period of time.

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

● Probation New: Organizations that were just approved by Senate are placed on “probation new” and the funding will be attributed by the Finance Bylaws of that time.

● A-Probation: Organizations that do not meet the minimum requirements of an active organization are placed on “A Probation.” For instance, not attending Student Organization Cabinet Meetings or failure to host a minimum of two events per semester.

● B-Probation: Organizations that are repeat offenders and have not shown improvement after being placed on A-Probation are placed on B-Probation. Funding is limited and the organization is in danger of becoming “inactive.”

Suspension: The complete withdrawal of all privileges and rights of the student organization. After two full semesters of suspension, the organization can apply to be revived to regain Senate privileges.

Appeal process: Contact Student Senate Director of Student Organizations.

Re-Registration

In order to be a recognized student organization at NJIT, organizations must re-register in Highlander Hub annually per dates set forth by Student Life. Student organizations that do not re-register may not be able to request on-campus space, hold events, or utilize Senate funding. Student organizations that fall outside of the umbrella of the Senate, GSA, and FSL are expected to have active and accurate organization sites in Highlander Hub

Re-registration includes updating your organization's contact information, advisor information, and roster which includes all new E-board members and general membership, as well as adding photos, and ensuring all information and social media is accurate.

Elections

Student organizations are expected to hold elections in the Spring semester using the Elections tool in Highlander Hub. Undergraduate students must have a 2.5 cumulative GPA, be in good academic & disciplinary standing, and be currently enrolled as a full-time student at NJIT in order to hold an executive board position in a student organization.

Access to Campus Center After Hours

Student organizations requesting late access to the Campus Center for any reason should complete the Campus Center Building Access Request Form (see appendix). This form will be reviewed by the Director of Student Life and Director of Strategic Events and Operations for approval. Once approved the student organization will be able to enter the Campus Center after closing. Student Groups will not receive access but are approved to be in the building once it is closed or must contact public safety at (973) 596-3120 for access after hours.

Chalking

Chalking on campus is prohibited unless written approval is received from the Office of Student Life. Once approved, a list of approved locations will be provided to your organizations. Any chalking done on non-approved areas will be removed.

Point System

For Senate Recognized Organizations

Attendance

Events

The following point values are multiplied by the above system based on the attendance.

Host (30 points)

Events where one organization is the sole host and puts the majority of the resources. There may be co-sponsors, but no co-host. (30 points)

Co-Host (25 points)

An event where multiple organizations pool resources and contribute equally to make a single event big.

Co-Sponsorship (10 points)

An event where an organization plays a smaller role in the event by either contributing resources or funds. The co-sponsoring organization has no part in planning the event.

Club Fair/Open House/Fundraising/Tabling (5 points)

Presenting in a visible place on campus to fulfill the purpose of their organization.

Meeting (5 points)

A gathering of an organization to plan or discuss how to fulfill the purpose of their organization. (Maximum of 14 meetings)

Local Experiences/Volunteering (10 Points) + attendance/2 (max 50 points)

Conference/Competition (25 points)

Attendance: 1 Point per student (Maximum of 25 points)

Whole semester clubs meeting of purpose

Met purpose (30 points)

Almost met purpose (15 points) Did not meet purpose (0 points)

Senate Requirements

Highlander Hub Reporting

Profile picture/Logo (2 points)

End of Year Report (5 points)

Mid Year Feedback (5 points) Description (2 points)

E Board (2 points)

Club Cabinet (5 points - each meeting) Member List (2 points)

Social Media/Contact (2 points)

Event Pictures (4 points)

Section 4: Event Policies

*Please note that event policies can change at any time. If any changes occur, student organizations will be notified via email from Student Life.

Event Dates & Hours

Events may be held when classes are in session during the academic year. Summer and other break period events may not be held without first receiving the approval of Student Life or FSL. Student organizations may not hold events during reading days and finals, with the exception of study sessions at the discretion of either Student Life or FSL. Campus Center Hours for 2022-2023 academic year will be Monday-Friday 7 a.m. to 10 p.m. and Saturday-Sunday 8 a.m.8 p.m.

25live and Space Reservation Guidelines

1. All spaces and types of requests must be submitted at least 3 days in advance. It is suggested to request spaces as early as possible; this includes tabling.

2. All academic classrooms are not available for reservation until after the add/drop date, please keep this in mind in scheduling organization meetings in the first couple of weeks.

3. You will need to submit a resource, the most common things to select are none, furniture(if you need a setup), catering (from GD).

4. Once space is approved you will receive an email confirmation with attachment and confirmation code. This confirmation code will be required for Highlander Hub event request.

5. Any large scale programs will need a layout submitted at least a week in advance to reservations@njit.edu.

6. Please see the operations manual held by Conferencing and Events Services for more facilities rules and regulations.

Deadlines for Submitting Events

1. All student organization events must be submitted via Highlander Hub in accordance with the below timeline requirements.

One month:

Large scale events that have an excess of 200 people

Events with contracted vendors

Special Events

Two Weeks:

Events with food/drink requiring Gourmet Dining or Waiver

Events requiring a set-up (tables, chairs, etc.) or mtss (laptop, microphone, screens, etc.)

Events with non-njit guests

Four business days:

Weekly Organization Meetings

Tabling Events

Small events not requiring food, setup, mtss, or contracts

2. In order to submit an event in Highlander Hub you will need to have secured the space through 25live or via department approval. In your event request you will be required to

enter the 25live confirmation code (2022-ABXPTL). If you are using a space that is not in 25live and by department approval, please enter NA and attach an email stating approval for the date, time, and location as listed in the event request.

3. All On-Campus and Off-Campus events must be submitted and approved in Highlander Hub on your organization's page prior to any advertising.

Cancellations

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

1) All cancellations for 25Live events must be emailed to Reservations@njit.edu.

Include event title, date, organization, location, and confirmation code to assist the cancellation be made quickly and easily.

2) Make sure to cancel your event within Highlander Hub.

3) Remove all forms of marketing, including on your social media.

4) On the day of the event, we also recommend placing a cancellation notice at the location.

If you have more than two short notice cancellations in the semester, your location reservation privileges may be revoked.

Expressive Activities (Demonstration, Assemblies, Vigils, etc)

Expressive Activity refers to demonstrations, assemblies, sit-ins, protests, counter-protests, vigils, or other public displays of individual or group speech of Students. Expressive Activity may only take place Monday through Friday between the hours of 8:30am to 10pm.

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

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

● No disruption, interference or conflict with classes or other NJIT functions, events and activities;

● No impeding vehicular traffic, pedestrian traffic, ingress, egress and/or other freedom of movement by others on campus;

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

● No affixing signage to buildings or University property (including chalking and staking signs into the ground) or erecting structures, including tents, or any other action that would cause damage to University property;

● No camping overnight;

● No political campaign activity (NJIT is a tax-exempt institution and may not support or oppose any candidate for political office);

● Compliance with all applicable federal, state and local laws and regulations, as well as all NJIT policies.

Firepit

This policy is for recognized student organizations to follow in order to create a safe environment for events around the firepit. Safety of the participants and spectators will be the sponsoring organization’s main responsibility during the duration of the event.

Booking the Firepit:

Only University recognized student organizations may reserve the fire pit for event purposes. Student organizations must request to book the space at least two weeks prior to their event through 25Live (http://25live.collegenet.com/pro/njit#!/home/dash)

○ The fire pit may be reserved daily from 2 p.m. – 8 p.m. during the academic year when classes are in session.

○ Organizations can book the space for a maximum of two hours per event

○ 30 minutes for set up, 1 hour of fire pit usage, 30 minutes for clean up/breakdown

○ Available time slots for events are 2 p.m. – 4 p.m., 4 p.m. – 6 p.m., and 6 p.m. – 8 p.m.

Once the reservation is confirmed through 25Live, all events must be submitted for Student Life approval through Highlander Hub (www.highlanderhub.com)

Firepit Guidelines:

● Student organizations must be attentive to the firepit throughout the entirety of the event. At no time should the firepit be left unattended while in use.

● Public Safety will control all settings on the firepit to coordinate the time. Public Safety will meet the organization’s representative for the start of the event to turn the pit on.

● Student organizations are responsible for picking up and signing out a fire extinguisher for their event; extinguishers must be present at all times.

● No food may be cooked on the fire pit with the exception of S’mores with prior approval by the Office of Student Life.

○ Event food/drink can be ordered through Gourmet Dining or off campus dining options by following normal ordering protocol and may be consumed around the fire pit.

● The consumption or presence of alcohol is not permitted at any time.

● In the event of inclement weather or winds over 15 miles per hour that could cause the fire to spread the event will be canceled.

● If wind speeds increase to dangerous levels or weather conditions worsen after the start of the event, for safety purposes, the fire may be extinguished and event canceled.

● At no time should an organization throw anything into the fire pit including but not limited to – paper, plastic, trash, wood, or other flammable objects.

● No additional seating may be added around the firepit.

● Attendees may not sit on the fire pit and should maintain a safe distance from the fire at all times.

● At no time should students attempt to jump over the firepit or engage in dangerous activities around or near the firepit.

● Violations of any of the above guidelines will result in organization disciplinary action based on the Code of Student Conduct.

Pre Event Procedures:

● Pick-up the fire extinguisher from the Campus Center, front desk.

Event Wrap-up:

● Return the fire extinguisher from the Campus Center front desk immediately after the event.

● It is the responsibility of the hosting organization to clean up and remove any trash for the next organization using the space.

● Student organizations are asked to report any issues or problems to Facilities immediately following the event at (973) 596-6200.

● After the last event of the night, Facilities will cover the pit once it is fully cooled.

● Facilities will be responsible for refilling and managing propane tanks.

Professional Networking Events

If you are planning to host a professional networking event on campus with an outside company it is strongly encouraged that your organization communicate with the Career Development Services - Student Success Team.

Section 5: Event Logistics

Event Layouts

If using any of the large spaces on campus, a layout diagram will need to be completed and emailed to Reservations@njit.edu or you may submit a paper copy to LaTosha Wilson at the Information Desk on the first floor of the Campus Center. Layouts must be submitted at least one week in advance. Layouts should also be uploaded to your event request in Highlander Hub.

● Atrium

● Campus Center 1st Floor Lounge and Lobby

● Ballroom A and B

● Campus Center 2nd Floor Gallery

● Campus Center Terrace

● West Plaza/Lower Green

● Summit Street/CKB Green

● Kupfrian Theatre Lobby

Media & Technology Support Services (MTSS)

When requiring any type of media equipment, such as speakers, microphones, laptops, etc, you can request these items through MTSS (previously called ITMS) by following the steps below:

1. Visit MTSS’ website: https://mtss-request.njit.edu

2. Login and select Request right below “Please check below for the type of equipment available”

3. You can choose to have equipment either signed out, delivered, or both. (Delivery and setups will incur a fee; please contact MTSS@njit.edu to request a quote.)

4. Once you have selected one of those options, for request type select “meeting.”

5. Fill out required information and select proceed. (All requests for MTSS must be received at least 72 business hours in advance)

6. Select the equipment you will need for your event.

7. If you have further questions please contact MTSS directly (973-596-3005, MTSS@njit.edu, Office located in GITC 0300)

Note: Including media equipment on your event layout does not automatically include the equipment in your setup. The MTSS request is also required (unless your organization has the media equipment already and will do setup yourself) and we also recommend sending your event layout to MTSS@njit.edu, so they are also aware of the media locations.

Public Safety

Whenever a student organization needs a police officer or public safety officer, the organization should send the request via email to Lt. Joshua Sanders and copy Deputy Chief Mike Villani and Lt. James Casey. The charge for a police officer is $65 an hour, and for a public safety officer it's $40 an hour. Whenever alcohol is served, or money is collected, at least 1-2 police officers are needed; the rest of the security needs can come from a public safety officer. If there is no alcohol or money, a public safety officer without a police officer is acceptable.

In most cases, the Department of Public Safety will need a minimum of 5-7 days' notice for the request.

Game Room Use & Reservations

The Game Room is available for student groups for use both privately and publicly. In the space, there is a 6-lane bowling alley, 5 pool tables, 2 ping pong tables, and a seating area with movable tables/chairs and 1 TV for presentations or gaming. All reservations should be requested through 25Live with a half an hour set-up time included. There are two types of reservations, Private and Public, and they are based on the Game Room's operating hours. See below for guidelines for these types of reservations.

Game Room Regular Operation Hours (Academic Year Only):

Monday 12pm-8pm

Tuesday 10am-6pm

Wednesday 12pm-8pm

Thursday 10am-6pm

Friday 12pm-8pm

Saturday/Sunday 10am-6pm

Public Reservations: (FREE)

Student groups may reserve half of the seating area, 1 pool table, and 1 bowling lane during operational hours for 2 hours maximum. During this time, student groups may come in for set-up a half an hour before their reservation time to start moving tables, decorating (no tape on walls allowed), or setting up. Any non-NJIT 18+ guests attending the Game Room during your public reservation will need to pay the $5 fee. Groups reserving during operational hours are permitted to "table" in the space during the event if they so wish. These reservations are on a case-by-case basis depending on timing, availability, and how busy the space is at that time. Bowling Lanes that experience major jams or mechanical issues may become unusable during reservations, in which case students will be asked to move to a different lane, or will be offered a pool table or table tennis area for use instead.

Private Reservations: ($40/hr.)

Private reservations are only available to groups outside of operational hours and for $40/hr. fee. This fee will be charged directly to the group's index after the event. The group will have access to all equipment in the space including bowling, pool, ping pong, and the seating area. Non-NJIT 18+ Guests are allowed in the Game Room during private events free of charge. If an event starts at 8pm, the group may come in to start decorating at 7:30pm around our public use time. Private reservations are available on Saturdays and Sundays during public hours for this same fee as there is lower traffic on weekends. Bowling Lanes that experience major jams or mechanical issues may become unusable during reservations, in which case students will be asked to move to a different lane, or will be offered a pool table or table tennis area for use instead. **Tuesday and Thursday nights are not available for reservations due to Bowling practice.**

Food/Cleaning/Set-up Policy

Student groups are responsible for cleaning any spills or messes and any garbage left in the space. The space itself is not available for set-ups, but students may move the tables/chairs in the area for set-up as long as they are returned to their original positions at the end of the event. Food is permitted in the Game Room ONLY in the tiled seating area, NOT in the bowling area or any carpeted area. Additional charges may come to groups who leave garbage/food, leave chairs/tables without returning them to their original position, or do not follow Game Room Policy (posted on the wall). If any spills, decorations or trash is found after the event, the group will be notified and charged an extra $30 cleaning fee.

Alcohol at Events

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

1. Director of Student Life for Senate recognized student organization events.

2. Associate Director of Fraternity and Sorority Life for any recognized fraternity or sorority events.

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

Gourmet Dining Catering, External Catering, & Waiver Process

Gourmet Dining Catering

Catering through Gourmet Dining (GD) must be requested by student organizations at least 7 days prior to an event.

For student organizations with an institutional index number, complete a Catering Request Form for Student Organizations in Highlander Hub to be reviewed and processed by Student Life. Once your catering request has been completed, a copy of your order will be shared with the contact person.

Catering to Classrooms

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

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

Cancellations

Gourmet Dining Catering cancellations must be communicated directly to TAiello@gourmetdiningllc.com at least 48 hours prior to the event; student organizations will be charged if cancellations are not communicated.

External Catering & Waiver Process

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

To receive a waiver to order external catering, email the event details and desired food request to Thorin Aiello (TAiello@gourmetdiningllc.com), Director of Catering for Gourmet Dining, to request approval. If approved, you will receive the waiver form to complete, which requires submitting a Certificate of Liability Insurance (COI) for each restaurant/vendor you plan to use. The completed waiver form and accompanying COIs should then be emailed to Thorin Aiello and kept for your organization’s records. For clarification if your event needs a waiver, please contact your Student Life Liaison.

Vendor Contract & Insurance Requirements

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

1. Contract - with all event details, including pay by date and preferably noting that NJIT operates as a NET30, which means that NJIT Accounts Payable processes payments once services are rendered and mails checks within 30 days of services rendered. All contracts must be reviewed by NJIT’s General Counsel Office and then signed by the /Vice President of Student Affairs/Dean of Students All contracts should first be sent to your Student Life Liaison for review and will be shared with those needed for review and signing. All contracts must be submitted at least 1 month prior to the event/

2. Invoice - also stating event details and pay by date.

3. W-9

4. Certificate of Liability Insurance (COI) - must name NJIT as an additionally insured party for the time period that the event will take place.

5. Business Registration Certificate (BRC) - required by NJIT’s Finance Division for many companies, but may not be required for all.

We also recommend that you communicate with your Student Life Liaison to assist with event logistics. No vendor contracts should be requested until your space request in 25Live is approved. Additional details for and pertaining to vendors can be found on the Vendor Information page of the Finance Division website.

If vendors will be attending an event (tabling or other), then they must pay a $75 vendor fee regardless of whether they are hosted by a student organization. Vendor registrations can be made by contacting Reservations@njit.edu

Parking

If guests or vendors will require parking for your event, please request via the Parking Request Form in Highlander Hub at least 3 business days prior to your event date. Please know the number of vehicles, names, and if any vehicles will be larger than a standard car/SUV, such as passenger van or box truck, prior to submitting the form

Marketing

Student organizations must adhere to university branding guidelines regarding the usage of NJIT logos. To request services provided by the Office of Strategic Communications and Marketing, including designs, publications, and photography, please complete a Media Request Form. All promotional items purchased using organization logos must be approved each time by the Office of Strategic Communications and Marketing

Please ensure your promotional materials are inclusive, respectful, and generally appropriate. Also, check your spelling, grammar, and event details before submitting or printing. Finally, students should ensure that the artwork is in the correct file format for the vendor being utilized.

Flyers

Instead of printed advertising materials, we highly recommend utilizing more sustainable methods of promotion, especially Highlander Hub/Corq App, social media, and word of mouth (telling students directly).

Prior to printing flyers, your event should first be submitted and approved within Highlander Hub. Once the event is over, it is the responsibility of the organization to remove all flyers.

Flyers must include the following:

1. Name of Organization(s) including co-sponsoring groups when applicable.

2. Event details (date/time/location)

3. Organization contact information (email alias)

If you have a last minute move or cancellation of an event, it is suggested that you post a sign on the original location, so attendees are aware of the change. All location changes and cancellation notices should also be promoted on Highlander Hub and social media channels.

Large Posters

Student Organizations can print posters that are 24”x 36” or 36”x 48” through Strategic Events & Conference Services for a small fee. To request a large poster please email your Student Organization name, index and a JPEG, PNG, or PDF version of your file to reservations@njit.edu, Please ensure your poster is the correct size so the image is not stretched or pixelated, once

your print is ready your poster can be picked up at the Information Desk on the 1st floor of the Campus Center.

Poster Size: 24”x36” 36”x48” Cost: $25 $35

Social Media Expectations

Events must be approved in Highlander Hub before promoted on social media. All organization posts should be inclusive, respectful, align with NJIT’s Code of Student Conduct, and be a positive representation of NJIT. If you would like Student Life to help promote your event, you can connect with us @LifeatNJIT on Instagram.

Student organization social media credentials should be passed to the next elected E-board members each year, so duplicate accounts are not created and to avoid inactive accounts. Inactive accounts on social media can be searched by students or prospective students and do not positively represent the organization as the organization can also be viewed as inactive.

Student Life Newsletter - The S.L.I.C.E.

Student organizations are invited to promote their events and initiatives in the bi-weekly Student Life Newsletter, The S.L.I.C.E. (Student Life Information & Campus Events). To submit your event, complete the Student Life Newsletter Submission form in Highlander Hub. Events that are not posted in Highlander Hub will not be approved for the S.L.I.C.E.

Guest Policy

In the event that student organizations invite non-NJIT guests to events on campus, Student Life staff should be notified in advance. At the discretion of Student Life and Strategic Events & Conference Services, Public Safety coverage may be required to ensure adequate support and security of the event. Public Safety coverage may require funding to be supplied by the student organization. Your Student Life Liaison can assist you with coordinating Public Safety coverage for your event.

Student organizations that wish to invite elected or appointed local, state, or federal officials and dignitaries, or those seeking election, must contact their Student Life Liaison to seek approval from the Chief of Staff in the President’s Office one month prior to extending an invitation. View the policy here.

Prizes

Student organizations may provide prizes at events in accordance with Senate or GSA Finance Bylaws, or if products, goods, or services were donated to the organization. The following must be adhered:

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

1. Gift cards or gifts over the amount of $25

2. Prizes with a retail value in excess of $400

3. Weapons of any kind (knives, swords, paintball guns, firearms, etc.)

Prizes may only be given to enrolled NJIT undergraduate students from undergraduate sponsored events or graduate students from graduate sponsored events unless advanced approval was received by Senate and/or GSA and/or co-sponsorship between undergraduate and graduate organizations was determined in advance.

Prizes must either be purchased in advance and stored in Student Life or shipped directly to the student recipient(s).

Student organizations must complete the Prize Recipient Form in Highlander Hub once recipients have been identified. Student organizations must notify winners to claim their prizes from Student Life (if they are being stored in Student Life). Executive board members of the organization giving a prize cannot win the prize from their own organization. Prize recipients have one month from the date of notification to claim their prize from Student Life. After one month, all unclaimed prizes will be re-utilized for future raffles.

Section 6: Travel Policies

Students attending conferences or traveling for events are required to have an NJIT Faculty/Staff Chaperone with them for the duration of their trip unless otherwise approved by the Office of Student Life. A member of your student organizations should be designated as the Student Trip Coordinator. The Student Trip Coordinator is responsible for recruiting and confirming trip chaperones, submitting travel itineraries, and collecting travel waivers for all students attending the trip.

Chaperones

Chaperone must be a Full-Time Faculty or Staff member of NJIT and/or as approved by the Office of Student Life. Once confirmed, the chaperone(s) must meet with the Office of Student Life and the Student Trip Coordinator in order to discuss trip details and chaperone expectations. During this meeting your Student Life Liaison will review the Chaperone Expectation Form (see appendix for form) and your travel itinerary.

Driving Policy

Use of NJIT Vehicles or rental vehicles by student groups may be authorized in connection with NJIT-sponsored activities or programs when other means of public or private transportation are not available. Contact the Office of Student Life at (973) 596-3693 for details and calcifications of procedures. Please note university driving policies are subject to change, and updated driving

policy will be available Fall 2022, please check with your Student Life Liaison to ensure the policy you are following is up to date.

Approval as a driver of an NJIT Vehicle will require:

● Affiliation with a university-recognized student organization and/or sports team

● Drivers are a minimum age of 19, class standing of sophomore or above with a minimum of 2 years of driving experience. Rental vehicle requirements may differ.

● Possess a valid United States, Canadian or International drivers’ license.

For vehicles seating 15+ the driver must posses a valid NJ Chauffeur’s License

● Have no record of convictions for driving under the influence of alcohol or controlled substances or for reckless driving

● Have no convictions for vehicular accidents resulting in damage in excess of $500 (bodily injury or property damage)

● Have no serious moving traffic violations with the prior three (3) years

Generally, up to 3 points for minor violations will be allowed

● Written authorization allowing the University to conduct a driving record check

● Complete the University-sponsored Van Driving Program for requested vans

● Submit a vehicle requisition and driver authorization application to Risk Management, approved by both Organizations Advisor, and submit at least 10 days prior to the date the vehicle is needed.

Only individuals affiliated with NJIT may ride in a university vehicle/rental vehicle unless otherwise approved in writing prior to the trip. NJIT Authorized drivers may only drive between the hours of 7 am. and 10 pm.

Prior to departure the below items should be submitted to the Office of Student Life:

Driving roster of all attendees with UCID

Off-Campus Travel Waiver for each attendee

Chaperone Expectation & Agreement for Overnight Trip Form

Driving itinerary including:

Departure and arrival times

Planned stop times and locations

Overnight stay information with confirmation, must be a certified lodging location such as a hotel

Driving Itinerary

Trips with one authorized driver:

During trips with one authorized driver, the driver may not drive more than 300 miles in a 24-hour period. Drivers are required to take a forty five (45) minute break every 150 miles. If

the travel distance is more than 300 miles, an overnight stay is required and drivers may resume driving after the completion of their 24 hours period.

Trips with multiple drivers:

During trips with two or more authorized drivers, drivers are required to rotate driving duties every 150 miles and take a forty five (45) minute break from driving between switches for all drivers and occupants of the vehicle. Any one driver may not drive for more than 300 miles in a 24-hour period for a maximum of 600 miles traveled. If the travel time is more than 600 miles, an overnight stay is required and drivers may resume driving after the completion of their 24 hours period.

The above guidelines assume that driving conditions are good in regards to visibility, weather, and other factors. If conditions worsen the above guidelines should be modified accordingly to ensure the safety of the driver and passengers. In the case that an approved driver is unable to drive, your advisor should contact the Office of Student Life for next steps.

Rental Cars Guidelines

Travelers renting vehicles must complete and submit for approval a Driver Authorization Form when renting vehicles using their own credit card or the university contracted vendor Organizations should also:

● Purchase the additional insurance for the vehicle (Collision Damage Plan)

● Ask for insurance information when picking up vehicle in case of issues

NJIT Vehicle Guidelines

If the NJIT vehicle you are using is involved in an accident it is essential that drivers adhere to the information below:

● Stop the vehicle safely but immediately.

● Check for injuries. Get help if necessary

● Do not leave the accident site without exchanging insurance information with the other parties involved or speaking with a law enforcement officer.

● Where possible, law enforcement officers should be summoned to the scene of the accident. Make note of the department and shield number of any responding officers.

● Do not discuss who was at fault with anyone.

● Obtain the name, address and telephone numbers of all parties involved in the accident, including: passengers, pedestrians and witnesses.

● Exchange insurance information with the drivers of any other vehicles involved in the accident. Be sure to note the policy number, name of insurance company and the telephone number for the insurer of the other vehicles.

● Note the vehicle make, model, color, license plate number and VIN of all other vehicles involved in the accident.

● Note the circumstances of the accident; time, date, highway/street name, town, direction of travel of all vehicles, weather and road conditions, injuries, damage to each vehicle or other property, traffic signals, etc.

● Note any damage to the other vehicle which seems to have been pre-existing prior to this accident.

● Obtain a copy of the police report if possible.

● Call the NJIT Public Safety Department at (973) 596-3111 as soon as possible to report the accident and to indicate if the vehicle can continue to be safely operated.

● If the vehicle cannot be safely operated, Public Safety will provide instructions to the driver.

● Report the accident when returning the vehicle to the Transportation Department.

Meals

Consistent with our in- and out-of-state peers, all day trip and overnight travel will be reimbursed at the General Services Administration (GSA) per diem rate for the particular travel destination.

Hotel Class of Service

Mid-market hotels are the standard level of accommodation; upgrades may be made at the traveler’s expense. Hotel bookings will continue to be processed by the NJIT-approved travel agent; however payments will no longer be made via virtual card. Each individual will be responsible for payment to the hotel and will need to submit for reimbursement through Chrome River if a personal card is used. This is a result of hotels no longer accepting virtual cards as a form of payment.

Non-Traditional Accommodations

Transient accommodations, such as AirBnB and VRBO, are not covered, consistent with the university’s Workers Compensation coverages. Student Organizations may not book these types of accommodations for any university travel.

Section 7: Finance Procedures

Accessing Institutional Funding

The Student Activity Fee is charged to undergraduate and graduate students each semester; the funds are then allocated by the Student Senate and Graduate Student Association to facilitate programming and other related initiatives for the NJIT community.

All student organizations recognized by Senate and GSA can request funding through their

respective Student Activity Fee via Highlander Hub. Budget requests are reviewed and approved by the respective governing boards. Once funding has been approved, Student Life will provide fiduciary oversight to student organizations, including approvals to access the funds and training on the various programs. Please see the Student Senate website or shared drive for more information.

Unacceptable use of Student Activity Fee include:

● Gift cards or gifts in excess of $25.00; prizes in excess of $400.00/more than 12% of an organization’s line budget

● Alcohol, tobacco, and other drugs

● Weapons of any kind (knives, swords, paintball guns, firearms, etc.)

● Individual membership and dues without proper reimbursement forms

● Donations

● Personal gain

● The purchase of gasoline for a personal vehicle

Items Purchased with Student Activity Fees

Any equipment, supplies, paraphernalia, etc purchased by student organizations utilizing Student Activity Fees is the property of the student organization, Student Senate/Graduate Student Association, and/or Office of Student Life and can not be kept or taken for personal use. Items taken without permission would be considered theft, which could result in a Code of Student Conduct Violation, hearing, and financial penalty as stated in the Bylaws. If there is an item in question or a student would like to request an exception to this policy, they should contact the Student Senate or Graduate Student Association and Office of Student Life via email for assistance, approval, and/or clarification.

Purchasing Methods

Student Organization Credit Cards

Any recognized student organization with an institutional index number and approved budget funding from the Senate or GSA, can apply for an organization credit card annually. Once approved for an organization credit card, the following must be strictly adhered:

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

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

a. Credit Cards should not be used to make payments through paypal, venmo, cash app, zelle or any other online payment methods of this type.

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

4. Once reviewed by Student Life, the Vice President of Finance will maintain and review all monthly statements.

5. Missing receipts notifications will be sent to treasures from each organization to reconcile and must be updated within two weeks of the notification.

Failure to adhere to these guidelines can result in budget freezes and/ or immediate termination of the student organizations credit card. Organizations whose cards are terminated will not be able to reapply until the following academic year.

Student Life Credit Card Purchase Request

Student organizations can request to make purchases on the Office of Student Life credit card via the Student Life Credit Card Request Form - Student Organizations within Highlander Hub.

eMerchant

eMerchant is an online platform that student organizations can use to purchase supplies from a variety of vendors and pay for services by a check. Treasurers of Senate or GSA recognized student organizations may request access annually to eMerchant to pay for items and services through their index through the Request Form within Highlander Hub. All eMerchant receipts/confirmations must be uploaded as a purchase request to Highlander Hub.

Bookstore Purchases

Student organizations wishing to purchase items from the NJIT Bookstore must complete a Purchase Request Form (see Appendix) prior to purchase. The form must be approved and signed by the Director of Student Life with an “Amount Authorized up to,” which is the maximum amount that can be spent within that purchase. Bookstore receipts should then be uploaded as a purchase request in Highlander Hub.

Reimbursements

In general, students should not be paying out-of-pocket for events hosted by NJIT affiliated organizations. Out-of-pocket expenses will only be considered for reimbursement on a case-by-case basis by the Vice Presidents for Finance and/or Director of Student Life. Under no circumstance will paypal, venmo, cash app, zelle or any other online payment methods of this type be approved for reimbursement.

Petty Cash

● Petty Cash forms are limited to $150 per person, per index, per day.

● Student organizations may not divide an expense in excess of $150 into multiple Petty Cash forms

● Original receipts MUST be submitted with a completed Petty Cash form to the Vice President for Finance and then approved by the Director of Student Life.

○ Scanned copies of receipts must be uploaded as a purchase request in Highlander Hub.

● Petty Cash forms must be submitted within 60 days of purchase, forms submitted past this deadline may not be approved

ChromeRiver Reimbursement

● For expenses in excess of $150 per NJIT student.

● Travel and expense reimbursements will be submitted online via ChromeRiver

● Reimbursement forms will NOT be approved for a previous academic year and must be submitted per the dates announced by the VP of Finance and Student Life.

● Receipts must be uploaded as a purchase request in Highlander Hub.

Fundraising

Fundraising is the process of soliciting money or other resources from individuals, companies, or other outside entities. Fundraising for organization-specific needs, service, and philanthropy is encouraged and supported by the institution. Fundraisers should be treated as a student organization event and should follow all event procedures. The sponsoring student organization is responsible for the justification as to the need for fundraising.

The following must be adhered:

● Student Activity Fees can not be used to purchase items or services for fundraising efforts. However, utilizing funding for hosting fundraising events that are open to the NJIT community is allowed (decorations, etc.).

● Petty cash cannot be stored or held by student organizations or individual members of student organizations, funds should be deposited within 72 hours of the event to the Bursar’s Office

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

● Marketing materials and event details must explicitly state the entity that will be receiving the funds collected (i.e. Children’s Specialized Hospital for HighlanderThon)

Section 8: Student Organization Conduct

Student Organization Conduct Overview

All students are expected to follow the NJIT Code of Student Conduct, especially those that serve in leadership positions within the NJIT community. Including a direct connection (via website link) to the Code of Student Conduct is an effort to help you and your student organization(s) be successful and to help avoid any unethical circumstances. Failure to abide by the NJIT Code of Student Conduct and/or any other policies of NJIT can lead to individual and/or organization sanctions.

Additionally, it is imperative that all student organizations and individual members of organizations follow all policies, procedures, and expectations set forth in this handbook. They are designed to teach best practices, develop strong leaders, create well-planned events, maintain fairness amongst all organizations, enhance student life, benefit the overall student experience, limit dissatisfaction, and help students be aware of both individual and group accountability.

Section 9: Other Student Organization Resources

Bias Incident

Here at NJIT, we encourage an understanding of the effects of bias, aim to create a sense of community responsibility, and help to build an environment of mutual respect through education and dialogue. A bias incident can be defined as an act(s) committed against a person that is motivated by bias or prejudice. Bias incidents can be in the form of verbal, written, physical, or psychological acts or behaviors that threaten or harm a person or group on the basis of actual or perceived race, religion, color, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, disability, marital status, civil union status, domestic partnership status, atypical heredity or cellular blood trait, military service or veteran status. To submit an incident involving bias, please click on the Bias Incident Reporting Form.

CARE Report

The NJIT CARE Team is a campus resource dedicated to assisting students who may be in distress or experiencing challenging or difficult life circumstances. The CARE Team also provides consultation and intervention when students exhibit aggressive, concerning or disruptive behaviors. The primary focus of the team is to take a proactive approach in identifying students who are struggling and provide early intervention, resources, and referrals, both on campus and in the community. This form is used to report behavioral concerns or actions that may pose a risk of harm or danger or threat to self and others. To submit an incident reporting form for a student please click on the CARE Reporting Form.

General Incident

The NJIT University and community seek to hold students accountable for behaviors that only impact themselves but also community members. This form is used to report most non-academic misconduct that occur inside or outside of the classroom setting. Some examples are behaviors that violate the student Code of Conduct or other NJIT policies by students or individuals or student organizations such as harassment, bullying, stalking etc. To submit an incident reporting form, please click on the General Incident Reporting Form.

Title IX and Sexual Misconduct

Title IX protects all NJIT students by prohibiting discrimination on the basis of sex and sexual harassment. This includes sexual assault, dating/domestic violence and stalking. Additionally, the Code of Student Conduct protects students from other forms of sexual misconduct including sexual exploitation. If you wish to file a complaint of sexual misconduct, please complete

the Title IX and Sexual Misconduct Reporting Form or contact NJIT’s Title IX Coordinator directly at 973-596-3466 or visit the Dean of Students Office located on the second floor of the Campus Center, Room 255.

Student Life Leadership Workshops

The Office of Student Life has a variety of workshops, which we can host for your organization. In addition to already prepared workshops, we are happy to create a workshop around the needs and interests of your student organization. If you are interested in hosting a Student Life Workshop at one of your upcoming meetings or events, please complete the Student Life Leadership Workshop Request.

Student Organization Advisor Expectations

All student organizations are required to have an on-campus advisor in order to be recognized and registered as a student organization of NJIT. This person can be any full-time member of the NJIT faculty or staff. Advisors are encouraged to meet regularly with their organization, help them establish goals, assist the organization in navigating the university, and attend organization events.

Student Leader/Advisor Relationship

● Advisors and organization leaders must articulate their expectations of each other, including establishing regular communication and meeting times.

● Mutual understanding and respect are necessary to build a solid base for communicating with each other and working together as a team.

Role of the Advisor

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

● Advisors must have relevant knowledge and skills, which enable them to empower students within the group they advise to create positive change on their campus and meet organization goals and purpose.

Responsibilities of the Advisor:

● Provide general leadership development, support, and guidance regarding the progress of the organization.

● Assist the organization with management and compliance of the guidelines in the Student Organization Handbook and/or Fraternity and Sorority Life Handbook.

● Attend organization events and programs when the following conditions are present:

overnight travel (exceptions can be discussed with the Director of Student Life)

over 100 attendees/participants are expected

the community at large (outside of NJIT) is invited

guests under 18 and/or not NJIT affiliated are invited

● Abide by campus branding guidelines regarding use of the NJIT logo, name, letterhead, etc. and assist with best practices for outreach and marketing.

● Serve as a liaison between other administrators within the University, such as coordinating with Career Development Services regarding hosting networking events and sponsorship.

● Regularly monitor organizational goals including proper budgeting per institutional and financial guidelines, when applicable.

● Provide continuity from year to year and a sense of organizational history.

● Commit to being accessible and available, whenever emergency situations or problems arise.

Responsibilities of Organization Leaders:

Organization leaders should keep their advisor informed of all organizational activities, meetings, agendas, and topics under discussion within committees or the organization at large.

● Organization leaders should meet regularly with their advisor and discuss goals as well as challenges.

● Organization leaders should act in the best interests of the organization at all times.

● Organization leaders should positively represent the organization and its interests both to the campus community and beyond.

● Organization leaders should be willing to share responsibility with other group members.

Student Organization Office Agreement

If your organization has been granted the privilege of having an office space in the Campus Center, your office has been provided to you to help foster your success and meet the needs of your peers at NJIT.

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

1. Office furniture is purchased and provided for your office by the Student Senate or Graduate Student Association and must remain in the office. Annually, any furnishings that are missing from the office will be billed to the student organization’s index. No other furniture may be brought into the office space.

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

3. Cooking of food in student offices is strictly prohibited.

4. Candles and open flames are not permitted in the office spaces as well as in the Campus Center with the exception of Sterno warmers under approved catering serving trays.

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

6. Students are not permitted to remain in the office after the Campus Center has closed.

7. Excessive noise is not permitted in the office.

8. The office is to be used for student organization business. It is not intended for personal use, any other use other than for organization-related business, nor should it be used solely as a storage room.

9. The selling of food or any type of merchandise is strictly prohibited in student organization offices.

10. Any funding collected from fundraising or any other type of event must be deposited into the student organization’s index through the Bursar’s Office. Cashboxes and cash should never be stored in student offices.

Failure to adhere to these policies may result in the loss of the organization’s privilege of having an office space.

Movie Rights/Licensing

Student organizations who plan to show a movie, film, or otherwise copyrighted material, must secure a license beforehand. According to the Federal Copyright Act, copyrighted materials like movies can only be used for a public performance if they are properly licensed. The rental or purchase of a movie only carries the right within someone’s home for private viewing, not for the general public. Student organizations can work directly with the Office of Student Life to secure licensing quotes or purchase these rights prior to scheduling any movie showing on campus.

What is a Public Performance?

● Movies or TV shows obtained through a brick-and-mortar or online store are licensed for your private use; they are not licensed for exhibition to the public.

● The concept of “public performance” is central to copyright. If creators and makers do not retain the ability to control how and when their works are publicly exhibited, then there is little incentive for them to continue creating top content.

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

● A teacher or instructor is present, engaged in face-to-face teaching activities.

● The institution must be an accredited, nonprofit educational institution.

● The showing takes place in a classroom setting with only the enrolled students attending.

● The movie is used as an essential part of the core, required curriculum being taught. (The instructor should be able to show how the use of the motion picture contributes to the overall required course study and syllabus.)

● The movie being used is a legitimate copy, not taped from a legitimate copy or taped from TV.

How do I obtain a Public Performance License?

● Securing a public performance license is easy and usually requires no more than a phone call. Fees are determined by such factors as the number of times a particular movie is going to be shown, how large the audience will be and so forth. The major firms that handle these licenses include:

o Criterion Pictures www.criterionpicusa.com (800) 890-9494

o Motion Picture Licensing Corporation www.mplc.com (800) 462-8855

o Swank Motion Pictures, Inc. www.swank.com (800) 876-5577

Bookstore Purchasing Request Form