Student Handbook |Clubs & Organizations 

Clubs and Organizations

Clubs and Organizations

Introduction

Policies and procedures governing the activities of student clubs and organizations are at the primary disposition of the Office of Student Engagement, located in the John A. Barone Campus Center. Co-curricular programs complement the traditional academic experience and, in the context of Jesuit education, are essential to the overall educational experience and the personal development of students.

Clubs and organizations provide students with an array of cultural, educational, social, spiritual, and recreational programs and activities. They also provide first-hand experience in leadership, organizational development and management, decision-making, diversity, and planning.

Assisting the Office of Student Engagement in supporting specific student clubs and organizations are Athletics, Campus Ministry, Media Center, Club Sports & Intramurals, Residence Life, Student Diversity & Multicultural Affairs, and the Department of Visual & Performing Arts. However, the policies and procedures established by the Office of Student Engagement apply to all student clubs and organizations, regardless of their affiliation with another office or department.

Graduate student clubs are established through the Graduate Student Senate.  Please contact the Office of Student Engagement for more information.

Governing Bodies:

 

Fairfield University Student Association (FUSA)

 

The Fairfield University Student Association (FUSA) is the official governing body for full-time undergraduate students and is the largest student organization on campus. The association exists to advocate on behalf of student issues and concerns to the faculty and administration and to sponsor a multitude of student programs and activities. All full-time undergraduate students are members of FUSA. FUSA derives its funding through a portion of the University's General Fee, a part of which is set aside for COSO and Resident Assistants (RAs). FUSA is advised by representatives from the Office of Student Engagement.

The FUSA President & Vice President are the highest-ranking members within FUSA, and are elected as a ticket during the Spring FUSA Presidential Elections.  The FUSA President serves as the official spokesperson for all undergraduate students in addition to administering the student association on a daily basis.

FUSA is organized into three branches: the Executive Branch, the Legislative Branch, and the Judicial Branch. 

The Executive Branch is the largest of the three branches, and is comprised of the Programming Board(s), the Council of Student Organizations, the Marketing & Public Relations Board, the Treasury Board, and Executive Cabinet. 

The Executive Cabinet is comprised of the FUSA President & Vice President, the Director of each of the Boards from the Executive Branch, as well as the Speaker of the Senate and the Chief Justice of the FUSA Court.  The Executive Cabinet advises and updates the FUSA President & Vice President on matters of importance to the undergraduate student body. 

The Legislative Branch is comprised of the FUSA Senate, which is made up of 20 elected Senators (5 from each Class Year).  Each Class Year has a Class President that serves as a spokesperson for that Class Year, and who serves as a Chairperson of one of the six (6) standing committees.  Each year, the 20 elected Senators elect a Speaker of the Senate and a Secretary of the Senate.  The Speaker of the Senate is also an ex-officio member of the Executive Cabinet. 

There six (6) standing committees within FUSA Senate are as follows:

  1. The Committee on Fairfield Dining & Auxiliary Services will address concerns and provide feedback on (but is not limited to):The Stag/The Levee, Dining Halls, Meal Exchange Plans/Meal Plans, Stag Bucks/Dining Dollars (Locations), Student Satisfaction, Bidding Process, Future Renovations & Food Facilities and Hours of Operation & Traffic

 

  1. The Committee on Academic Support & Retention will address concerns and provide feedback on (but is not limited to): Academic advising, Student IDEA Forms, Disability Support/Services, Career Planning, First Year Experience, Registration, (Core) Curriculum, Academic Facilities/Renovations, Classroom Technology, and Library (Hours)

 

  1. The Committee on Facilities & Technology will address concerns and provide feedback on (but is not limited to): Residence Halls (Res Colleges), Gym & Recreational Spaces, WIFI, Parking, Printers, ITS, and Buses/ Student Transportation

 

  1. The Committee on Community Development & Relations will address concerns and provide feedback on (but is not limited to): Athletics (attendance, school spirit), Arts , Beach Relations, Town Gown Relations, Student - Faculty Relationships, Community Service, and Orientation

 

  1. The Committee on Public Safety & Wellness will address concerns and provide feedback on (but is not limited to): Health Center (accommodations, awareness and accessibility), Blue Light System, Counseling Services, Parking Office, Alcohol Edu, Sexual Assault/Title IX, Student - DPS Relationships, and Emergency Services/Amnesty Policy

 

  1. The Committee on Diversity & Inclusion will address concerns and provide feedback on (but is not limited to):Bias Response Team, Campus Climate, Cultural Programming, LGBTQ Issues, Race, Class and Gender Issues, Interfaith Relations, Commuter Relations, Safe Space Ally, Disability, Accessibility, and Affordability/Financial Aid

 

The Judicial Branch is comprised of the FUSA Court, which is made up of a Chief Justice and four Associate Justices.  The FUSA Court rules on the Constitutionality of Executive and Legislative actions, hears appeals regarding internal FUSA disputes and actions, and oversees the FUSA Election process.  The Chief Justice is also an ex-officio member of the Executive Cabinet. 

Inter-Residential Housing Association (IRHA)

 

IRHA is the one of the largest student organizations on campus. IRHA is designed to improve all aspects of on-campus living and promote a strong sense of community on campus. IRHA unites all the campus residence halls, townhouses, and apartments and works to promote the general welfare of residential living through the development and improvement of the physical and social environment in each community. IRHA oversees the development of the Residence Hall Associations in each residential area. IRHA holds weekly Executive board meetings and bi-weekly General Assembly meetings.

 

Residence Hall Associations (RHA)

 

Each of the residential areas on campus elects representatives to represent student issues or concerns specific to that particular area and to organize and sponsor activities designed to engage members of that residential community. RHA members have a direct link to the Office of Residence Life through IRHA.

 

Commuter Student Association (CSA)

 

CSA represents the vibrant commuter population on campus.  CSA meets regularly and all meetings are open to any commuter students.  CSA collaborates closely with the Office of Residence Life.

 

Beach Resident Advocacy Group (BRAG)

 

The Beach Resident Advocacy Group represents the off-campus boarder population living at Fairfield beach.  BRAG focuses primarily on promoting strong relationships with Fairfield town residents as well as advocating on behalf of seniors living at the beach.   BRAG students serve as liaisons to the University and the greater Fairfield community.

 

Clubs and Organizations


Council of Student Organizations

The Council of Student Organizations (COSO) serves as the official representative body for all Undergraduate student-run clubs and organizations recognized by Fairfield University.  The Council resides within the Executive Branch of the Fairfield University Student Association (FUSA), and is governed by a Board.  The Executive Board is lead by a Director that is appointed by the President of the FUSA and approved by the FUSA Senate by a two-thirds vote. 

Financial support for recognized Clubs & Organizations is derived from the University’s General Fee, which is allocated to individual Clubs & Organizations by the Executive Board of the Council of Student Organization. All clubs and organizations that receive funding through the Council of Student Organizations must submit a budget request proposal during stated funding periods the organization plans to have an event or spend the allocated funds. This helps ensure organizations can plan and implement their events and allows for Council of Student Organizations to allocate funds. Some members of the Council of Student Organizations (e.g., Fairfield United/Affinity Clubs, Club Sports, Glee Club, IRHA, Theatre Fairfield, WVOF) receive funding and a budget directly from a University office or department. 

In addition to funding, the Executive Board of the Council of Student Organizations encourages student engagement and participation in clubs and organizations; serves as a communication mechanism between and across organizations, supports student leaders by offering opportunities for leadership & professional development, communicates with faculty/staff advisors; and creates and fosters an environment of support and collaboration among organizations.

An activities fair is sponsored at the beginning of both the fall and spring semester, and leadership training is offered to student leaders and faculty/staff advisors through participation in various workshops and conferences throughout the year

The following is a list of approved student clubs and organizations at Fairfield University. Not all clubs listed may be active and registered for the current year, nor are all clubs open to graduate students. For an up-to-date listing of student organizations, please go to:  http://fairfield.orgsync.com/org/fusa/COSO.

Academic and General Interest
Accounting Club
Alliance (Lesbian, Gay, Bisexual Students, and their Heterosexual Allies)
Allied Health Professions Student Association
American Studies Club
Anime Club
Archery Club
Asian Students Association (ASA)
Ballroom Dance Club
Biology Society
Board Game Club
Cancer Crushers
Cercle Francais (French Club)
Chemistry Club
Chess Club
College Democrats
College Republicans
Colleges Against Cancer
Comm.Unity: Communication Club
Debate Team
Economics Club
Engineering Student Society
Finance Club
Friends of Benin and Bridgeport (F.O.B. & B.)
German Club
Great Outdoors Club
Hellenic Club
History Club
International Student Club
International Studies/Business Club
Irish Cultural Society
Italian Club
Kadima (Jewish Student Association)
Keep a Child Alive (KCA)
Leaders for Environmental Action at Fairfield (LEAF)
Marketing Club
Martial Arts Club
Math and Computer Science Club (MACS)
Model UN
Muslim Student Association (MSA)
Operation Smile: Fairfield Chapter
Orthodox Christian Fellowship (OCF)
P.A.W.S. (Pet and Animal Welfare Society)
Peer Mediation Club
Performing for Change
PIECES
Project Sisters Empowering Women (SEW)
Psychology Club
Rotaract
Snow Sports Club
Society of Physics Students
Sociology Club
South Asian Student Association (SASA)
Spanish and Latino Students Association (SALSA)
Special Olympics Club
Student Alumni Association (SAA)
Student Nurses Association (SNA)
Student United Way
Students Against Driving Drunk (SADD)
Students for Life
Students for Social Justice
Student Philanthropy & Senior Class Gift Committee
T.E.A.M. (Together Effectively Achieving Multiculturalism)
Ultimate Frisbee Club
UMOJA (African-American Students Association)
Up 'til Dawn
Weeeapa!
Young Business Leaders of Fairfield
Video Game Club
Women's Studies Club

Honor Societies 
(Undergraduate and Graduate)
Alpha Epsilon Delta (Pre-Med)
Alpha Kappa Delta (Sociology)
Alpha Mu Gamma (Foreign Language)
Alpha Sigma Nu (National Jesuit)
Beta Alpha Psi (Accounting)
Beta Gamma Sigma (National Business)
Chi Sigma Iota (Counseling)
Lambda Pi Eta (Communication)
Omnicron Delta Epsilon (Economics)
Omnicron Delta Kappa (Student Leadership)
National Residence Hall Honorary (NRHH)
National Society of Collegiate Scholars
Phi Alpha Theta (History)
Phi Beta Kappa (National Arts & Sciences)
Pi Delta Kappa (Education)
Pi Mu Epsilon (Mathematics)
Pi Sigma Alpha (Political Science)
Psi Chi (Psychology)
Sigma Iota Rho (International Studies)
Sigma Pi Sigma (Physics)
Sigma Tau Delta (English)
Sigma Theta Tau (Nursing)
Sigma XI (Engineering)
Theta Alpha Kappa (Religious Studies)

Representative Organizations
Beach Residents Association Group (BRAG)
Club Sports Council
Commuter Students Association (CSA)
Fairfield University Student Association (FUSA)
Inter-Residence Housing Association (IRHA)
Student-Athlete Advisory Committee (SAAC)

Service or Liturgical Organizations
Campus Ministry Council
Campus Ministry Service & Outreach Programs
Circle K
Community Service Alliance (CSA)
Eucharistic Ministers
Homecoming & Family Weekend Committee
Hunger Clean Up
Ignatian Solidarity Corps (ISC)
Jesuit University Humanitarian Action Network (JUHAN)
Kairos
Lectors
Lord's Chords
Mission Volunteers
New Student Leaders
Peer Mediators
Senior Week Committee
Tour Guides

Arts
Dance Ensemble
Glee Club
Jazz Ensemble
Orchestra
ReMixx (Hip Hop Dance Team)
The Sounds
Stag Motion
Theatre Fairfield
Your Mom Does Improv!

Media
Ham Channel (Student Television)
The Inkwell (Creative Writing Club)
The Mirror (Independent Student Newspaper)
The Manor Yearbook
The Sound (Literary Magazine)
WVOF 88.5 FM

Spirit Clubs
Cheerleaders and Mascot
Dance Team
Pep Band
Stags in the Stands

Sport Clubs
Baseball
Boxing-Fit Club
Cricket
Equestrian
Golf (Co-ed)
Women’s and Men’s Basketball
Field Hockey
Martial Arts
Men's Ice Hockey
Men's and Women's Lacrosse
Running
Men's and Women's Rugby
Sailing
Alpine Ski and Snowboarding (Co-ed)
Women’s and Men’s  Soccer
Tennis (Co-ed)
Men's and Women's Volleyball
Ultimate Frisbee
Wrestling
Yoga

Graduate Students

Graduate Student Organizations are currently approved through Graduate Student Life in the Office of Student Engagement.

Graduate Student Senate (GSS)
Indian Graduate Student Association (TIRANG)

Policies and Procedures for Clubs & Organizations

Advisors

Student organizations are required to have at least one advisor who is a regular, full-time member of the faculty, administration, or staff of Fairfield University. Advisors are required to maintain close contact with student organizations. This contact will ensure that each club receives proper advisement with regard to event planning, budgeting, meeting management, and policies and procedures relating to Fairfield University

An advisor must accept responsibility for keeping informed about activities of the organization and for advising officers of the organization on the appropriateness and general merits of club activities or programs.

Bank Accounts

Student organizations are not permitted to maintain accounts with local or national banks or credit unions without the explicit permission and authorization of the Office of Student Engagement.

Budget and Financial Procedures

Student clubs and organizations are eligible to receive funding from COSO. These funds are administered by the Executive Board of the Council of Student Organizations with assistance from the Office of Student Engagement.

Currently, COSO allocates funds to student organizations on a per-semester basis. In order to receive funding the organization must:

  1. Be a University-recognized student organization
  2. Have elected officers in place
  3. Have selected and retained an approved faculty/staff advisor
  4. Have completed the annual registration process
  5. Have followed the required procedures and completed the necessary documentation to request funding

Requests for funding must be submitted via OrgSync by the deadline, with Advisor approval. Please note that student organizations who are funded substantially through a separate portion of the University’s General Fee or another University office of dept. may receive limited allocation.

Some additional documentation (such as contracts, invoices, and other materials) may be required for submission prior to the approval of a funding request or the distribution of those funds. Contracts, invoices, or other statements must be submitted 15 academic days before the event for payment to be received on time. Upon completion of the event, all receipts and any remaining funds must be submitted with a completed evaluation form. Receipts and evaluations are due five (5) academic days after an event. Funds cannot be drawn for the next event until outstanding funds are reconciled.

Additional information is available from the Office of Student Engagement.

Contracts

See the Contracts policy in the general "Policies and Procedures" section of this Handbook.

Co-Sponsorship Policy

Co-sponsorship of student programs or events by individuals or groups not affiliated with the University, whether in the form of financial sponsorship, or support and assistance in the planning and promulgation of a University-sponsored event, may be permitted, subject to limitations, including but not limited to, the following:

a. The "locus of control" for an event must remain at all times with the student organization and its advisor, in cooperation with the Office of Student Engagement. It is the dual responsibility of both the organization and the advisor to be advised about, and maintain control of, all media, communications, and promotions of an event and ensure compliance with all policies governing student organizations and events.

b. A co-sponsorship relationship that contravenes law or University policy is prohibited. Advisors and organizations are given first responsibility for questioning the propriety of a co-sponsor's presence in, or actions regarding, an event. The Office of Student Engagement is charged with the final determination of such co-sponsorship relationship and may cancel events where the relationship is in violation of policy.

Eligibility

Officers and leaders of student clubs and organizations must be in "good standing" (e.g., not under a probationary status) as defined by the University's academic policies and student conduct code. 

OrgSync Portal

Each recognized student organization is encouraged to create an OrgSync Portal to communicate with members, keep track of rosters and Officer positions, advertise events & meetings, upload important files, and create forms for club use. 

Each club is responsible for maintaining their OrgSync Portals, and must renew them each year in order for them to remain active.  For more information about creating, maintaining, or using your OrgSync portal, please contact the Office of Student Engagement or any of the members of the Executive Board of the Council of Student Organizations. 

E-mail and websites

Student organizations can request an organization-specific e-mail account through the Office of Student Engagement. Other accounts through private or commercial e-mail providers are prohibited without the explicit permission of the Office of Student Engagement. Student organizations can request broadcast announcements or e-mail messages to students and/or faculty and staff, in accordance with University policy.

Student organizations are to use their OrgSync Portal website which is periodically reviewed by the Office of Student Engagement, Organizations may not have a web presence on any other private or commercial web servers outside of OrgSycnc without the explicit permission of the Office of Student Engagement.

Event Procedures

Alcohol

Fairfield University has a beer and wine permit which allows these beverages to be sold in The Levee. For all events where alcohol will be either sold or served, student organizations must request approval through the Office of Student Engagement. Depending on the nature of the event, a temporary permit may be required from the State of Connecticut. At all events outside The Levee where alcohol is present, Public Safety must have a presence. The authorization to have alcohol at any student event is at the sole discretion of the Office of Student Engagement. Under no circumstances can student organizations sponsor events on campus or off campus that include an "open bar" or unlimited consumption of alcohol.

Dining Services

Student organizations are expected to use Fairfield University's Dining Services, managed by Sodexo, Inc., or one of the approved StagCard vendors pending approval by the Office of Student Engagement, for any catering or other food/beverage needs. The Catering Office publishes a catering guide and menu specifically for student organizations.

Event Evaluation and Assessment

After all events, student organizations must complete and submit an evaluation of the event. This evaluation should highlight the key strengths and weaknesses of the event, as well as total costs, attendance, and impact of the event. Evaluations should be submitted within five (5) academic days of the event's completion.

Event Registration

Officers of student organizations planning an event must first complete and submit an "Event Registration Form" for review and approval by COSO in conjunction with the Office Student Engagement. This form must include the proposed event and all relevant information regarding the event. This form will also be used to reserve a room or facility for the event. Event registration forms should be submitted approximately six (6) weeks before the proposed event, and no registration forms will be received for proposed events occurring within two (2) weeks of the form's submission. The organization's advisor must sign all registrations for events, but not for meetings or other smaller activities. Events that are open to the public or invited guests must adhere to the guidelines outlined in the Public Attendance section.

Event Supervision

All members of each student organization should supervise and support their own events. There must be at least one student contact person for each event who is the overall student in charge of the event. This student must be present at the event from the beginning of set-up to the end of the breakdown. Regardless of age, at no time may the student contact person consume any alcoholic beverages during the event. Advisors are welcome and encouraged to attend all events, but are not required to do so.

Maintenance and Custodial Services

Student organizations are responsible for all costs associated with room or facility set-ups, custodial services, or other forms of maintenance for their events. All requests for these services will be handled through the Executive Board of the Council of Student Organization, who will facilitate and coordinate requests through Facilities and Conference & Event Management. Maintenance and/or custodial costs are not insignificant in that they include materials as well as labor. Therefore, all funding requests must include appropriate allocations for these costs.

Off-Campus Events

Student organizations are required to follow the same registration guidelines for events at off-campus facilities or locations as they would for on-campus events.

Programming Assistance

All student organizations are encouraged to seek programming assistance from their advisors. In addition, the Executive Board of the Council of Student Organizations and the Office of Student Engagement are available to provide assistance to students when planning their events. Student organizations are also encouraged to seek support and assistance from each other, including the possibility of co-sponsoring events.

Printing and/or Graphic Design

Student organizations can make a maximum of 25 copies per week on standard-size, white paper at no charge in the FUSA office located at BCC 106. Organizations must supply their own colored paper for a maximum of 25 copies as well. For all other copying or other printing/design needs, student organizations can use the University's Design & Digital Printing Services department. The Office of Student Engagement must first approve all publicity materials before they can be sent to Design & Digital Printing. All materials will be delivered to the Office of Student Engagement. Duplicating requests generally take a couple of days, while design and custom printing will take longer. (Design and custom printing requests will require a meeting and proofing process with the Student Affairs Marketing & Communications.

Public Attendance

An event not limited to the Fairfield University community constitutes an event open to the general public and is subject to special limitations. The Office of Student Engagement must authorize public attendance at student events. (See also the Publicity policy.) Student organization-sponsored events that may include more than 100 students and/or registered guests are subject to the following guidelines:

  • Two registered guests per full-time Fairfield University host student. The guests must be registered by the host student through the University guest system and have legal photo identification.
  • Clubs/organizations may provide a guest list of non-Fairfield University students. This list may not exceed 100 individuals, including outside performers, and must be submitted to the Office of Student Engagement 12 hours in advance of the event. Guests on the list must show a legal photo identification.  The sponsoring club/organization is responsible for the behavior of all individuals on the list. Guests remaining on campus beyond the duration of the event must be registered in accordance with the student Guest Policy. Special exceptions may be granted with the approval of the Director of Student Engagement.
  • All University students attending the event must carry a University-issued StagCard to gain entry.
  • Public Safety coordination is required for club-sponsored dances and social events when more than 100 participants are expected. Events expecting 200 attendees require at least four Public Safety officers. Events publicized off campus to the general public, anticipated to attract more than 200 attendees, may require the use of metal detectors, the hiring of additional security, and/or other safety measures as deemed necessary by Public Safety.
  • Doors to events close two (2) hours after the designated start time, no later than midnight. Guests on the guest list must be on campus prior to 11 p.m. to be granted access to the event.
  • A club advisor must be present for club events that occur late at night, involve more than 100 guests, or take place off campus.
  • Publicity for all events should welcome and encourage attendance by those with disabilities. Such publicity should also direct individuals in need of accommodations to the Office of Disability Support Services.

 

Public Safety

Public Safety is not required at all events sponsored by student organizations. However, Public Safety's presence and/or assistance for events is required where the expected attendance exceeds 100 people or alcohol will be served. Student organizations are responsible for requesting officers directly from the Department of Public Safety, and the cost of officer details must be paid by the sponsoring student organization. If Public Safety is unable to cover the detail, the Fairfield Police Department or other approved security company will be contracted. For major events, the services of the Fairfield Police Department and Fairfield Fire Department may be required as well.

Room or Space Reservations

Event registration forms are used to reserve rooms or facilities for meetings as well as events. Student organizations can also reserve a table or other demonstration space. To reserve a room or space, the organization or department must be registered and recognized by the University.  All clubs must submit an “Event Planning” Form on the FUSA OrgSync Portal.

PLEASE NOTE: Submitting the Event Planning Form via OrgSync does not guarantee that the space is reserved, nor does it guarantee that the event is approved.  The Executive Board of the Council of Student Organizations will approve all submissions when he/she has finalized everything with the appropriate offices and departments.

In addition, all Event Planning Forms must be submitted at least one (1) week before the date and time of the event.  We will do our best to accommodate last minute form submissions, but please know that the Event Management System will not allow us to book rooms or add catering orders or submit media requests within 72 (business) hours of the event.   

Sound, Lighting, and Media Equipment

All clubs & organization have access to basic sound equipment.  All such requests should be submitted via the Event Planning form found in OrgSync.. For additional sound, lighting, or media needs, equipment can be contracted through the Media Center. The cost of such equipment is the responsibility of the sponsoring student organization. For events in the Quick Center for the Arts, the event staff will assist with sound, lighting, or other set-up requests.

Tickets and Money Storage

The Office of Student Engagement uses University Tickets to coordinate the selling of tickets for all major events.  If a Club or Organization would like to utilize the University Ticketing system for an upcoming event, they should contact the Office of Student Engagement at least two (2) months in advance of the event. 

Please note that clubs or organizations are responsible for, and must budget for, the cost of tickets ($.50 per ticket) if they wish to use the University Ticket system. 

Transportation

All bus or van needs must be reserved through the transportation coordinator in the Office of Conference & Event Management. There are multiple types of bus and van options available, including University-owned vehicles, as well as contracted services through a local transportation company. Costs for transportation are based on type of vehicle, duration of trip, and miles traveled. University-owned vehicles are used by a number of offices and departments on campus; therefore, they might not always be available. In those cases, transportation will be contracted outside of the University.

Fairfield University also provides the Connect by Hertz program, which offers qualified drivers ages 18 years and over environmentally friendly vehicles to rent at a low rate. Students can enroll in the program by going to www.connectbyhertz.com and selecting Fairfield University from the drop-down menu.

Fraternities, Sororities, or Ritualized Organizations

The University does not recognize or permit fraternities or sororities, or any other secret or ritualized societies, clubs, or organizations.

Fundraising Procedures

All fundraising initiatives or events for student organizations must be registered with and approved in advance by the Executive Board of the Council of Student Organization in conjunction with the Office of Student Engagement 

Fundraising activities may only benefit a student organization and not an individual's personal gain. Personal gain is defined as the sale of goods or services or the sponsorship of any fundraising activity on University property by any individual or group that is intended to improve the personal financial status of any person or group of persons involved in the sponsorship of the activity. Fundamental to this definition is the premise that funds raised by student organizations are to be used to expand or enhance the activities of those organizations and not to financially subsidize an individual's personal interests or needs.

Permission for all fundraising activities is extended only to University-recognized student organizations and is subject to the following regulations:

1. Fundraising is defined as the sale of products, the solicitation of money or contributions, the collection of dues or donations, the charge of admission, or any other means of collecting revenue.

2. The Executive Board of the Council of Student Organization must approve all fundraising activities at least two (2) weeks in advance. Permission shall not be granted for products and services that conflict with the institutional values of Fairfield University.

3. Pre-established fees for facility use, equipment rental, and other direct costs must be paid in advance.

4. Funds raised must benefit a recognized student organization or a bona fide charitable organization. No funds may be used for personal gain as previously defined in this section. The University reserves the right to review financial records of student organizations that have been allowed to raise funds on campus to determine if the funds are being used for the purpose for which they were raised.

5. The publicity for the activity must include the following information:

a. Name of the sponsoring organization

b. Name of the individual or organization benefiting from the activity

c. Intended use of funds collected at the activity

6. Fundraising in the student residences requires the additional approval of the Office of Residence Life and is subject to limitations as set forth by that office.

7. All proceeds must be deposited into the student organization's account, which is administered by the Council of Student Organizations.

8. The student or students running the fundraiser are not eligible to win any prize associated with that fundraiser.

9. Any organization or department sponsoring a fundraiser at a facility that serves alcohol must ensure that all participants consuming alcohol are of legal drinking age. 

Misconduct and Disciplinary Actions

Student organizations must comply with any and all relevant University policies and procedures. For actions in violation of these policies and procedures, individual club officers or members are subject to the student conduct process, and the organization may be subject to disciplinary action, including but not limited to the following:

Probation

Probation results in limits being placed on an organization's activities for a period of time. Such limits may be financial or restrict the type of event or use of University resources.

Suspension of Recognition

This is an interruption in the recognition of the organization by the University for a period of time of not less than one traditional semester. Under suspension, the organization must cease all activities, including the recruitment of new members.

Termination of Recognition

Termination permanently restricts the student organization from all activities and functions at the University. The organization can never reconstitute itself in the future.

New Student Organizations

Students who wish to form a new club or organization are encouraged and welcome to do so, in accordance with the following criteria and procedures. The Executive Board of the Council of Student Organizations and the Office of Student Engagement will consult and provide a packet of informational materials to students, upon request.

Open Membership

In keeping with the University's mission statement, membership in a student organization must be non-discriminatory and cannot discriminate on the basis of race, color, age, creed, gender, national origin, or sexual orientation. Organizations may limit membership to undergraduate, graduate, or part-time students, or on the basis of class year, residency status, special talents or merits required, or limited resources. Such groups must state the rationale for their limitations and receive the approval of the Office of Student Engagement.

Organization Size

A group wishing to form a new student organization must have a minimum of 10 currently enrolled student members in order to be considered for student organization status and indicate who among those are willing to serve as officers for the organization. In order to preserve opportunities for undergraduate students to gain leadership experience, other individuals within the University community may participate in a group's activities or programs, but may not be members or otherwise attempt to direct, lead, or inappropriately influence the group's activities.

Constitution

In order to provide for basic democratic principles and ensure the integrity of the organization, a group must demonstrate that it has developed a sound constitution as shown by inclusion of the following: 

  1. Purpose clearly articulated and accurately descriptive of the group's function
  2. Free election of officers
  3. Clearly articulated procedures for removal of officers
  4. Voting membership and officers limited to currently enrolled students
  5. Specific definition of voting members
  6. Procedure for amendment of the constitution
  7. Reference to bylaws or other relevant documents that will govern the group's activities or functioning

It is highly recommended that each club or organization review their constitution annually to ensure that it is meeting the needs of the club or organization as well as to ensure that the organization is operating within the agreed upon parameters set out in the constitution and by-laws.

Any and all Amendments to a clubs or organization’s Constitution must be submitted to the Executive Board of the Council of Student Organizations, and is subject to administrative review. 

Advisor

Each club or organization must have at least one advisor that is a full-time University faculty, staff or administration.  He/she must must agree to serve as the group's advisor upon elevation to student organization status.

Compliance with University Policy

Groups must agree to comply at all times with any and all relevant University policies, procedures, rules, regulations, and guidelines. Since the views are not necessarily reflective of the University, all organizations are expected to include in publications issued (newsletters, brochures, pamphlets, and the like), except for those specifically approved, a disclaimer. For example, an appropriate disclaimer would read: "The views expressed in this publication do not necessarily reflect those of the administration, faculty, or student body of Fairfield University unless otherwise stated."

Review and Approval Process

Once a group of interested students has submitted the required information, members of the Executive Board of the Council of Student Organizations and the Office of Student Engagement will review the information and work with the group, if necessary, to edit or correct any information. The group's request (if an undergraduate group) will be forwarded to the Dean of Student’s Office  upon approval, the group is elevated to student organization status and recognized for that particular academic year or semester until the next required re-registration date for student organizations.

Publicity Policy

In accordance with University policy, all publicity for student organizations must be approved in advance by the Office of Student Engagement. Therefore, all publicity materials should be reviewed by that office prior to mass reproduction, distribution, or display.

Students organizations may use the supplies provided by FUSA in BCC 106

Locations have different publicity regulations.

Residence Halls, Townhouse & Apartment Complexes

The Office of Residence Life must first approve all postings that are intended to be placed in any residence hall, apartment, and townhouse spaces. Approved flyers may be hung on designated bulletin boards in laundry rooms and common areas. Two flyers may also be given to each RA for distribution, and can be dropped off in the Office of Residence Life. At no time should flyers be placed on the doors to student rooms, fire doors, or glass areas in the residence halls.  All flyers placed in the residence halls must utilize painters tape.

Academic and Administrative Buildings

Flyers in all academic buildings should only be hung on designated bulletin boards. At no time should flyers be hung in any area which obstructs the view or could be a risk in the case of an emergency. These include glass areas, fire doors, and stairwells. Additionally, posting inside of classrooms is prohibited. Large posters may be hung with the approval of the Office of Conference & Event Management.

Barone Campus Center

Flyers in the campus center may be hung on designated bulletin boards. Large posters may be hung in the main dining hall and the first floor lounge. These spaces must be reserved on a first-come, first-served basis through the Office of Conference & Event Management. Table tents, postcards, or placards on individual tables in the Stag diner, Einstein Bros Bagels, or the Levee are prohibited without the approval of the Office of Conference & Event Management. Table tents, postcards, and place cards cannot be placed on tables in the Main Dining Room. No posters or flyers are to be hung on any painted surface, doors, or windows. Posting is also prohibited on cement pillars in the lower lounge of the Barone Campus Center. Organizations seeking an exception to any of these policies must receive approval from the Office of Conference & Event Management.

Mailboxes

Student organizations may stuff the mailboxes of only those members in their organization. To enter the mailroom, the student organization must first obtain a permission slip from the Office of Student Engagement. The student organization is responsible for the actual stuffing of the mailboxes when in the mailroom. This option is only available between the hours of 10 a.m. and 3 p.m., Monday through Friday.

Off Campus

Student organizations or arranged performers, artists, or speakers may not advertise or promote events off campus without written consent from the Office of Conference & Event Management.

Recognized Student Organizations

Student organizations will be considered recognized and eligible to receive all the benefits and privileges afforded to student organizations upon completion of all required steps to initiate a new organization and/or the annual registration renewal process for existing organizations.

Clubs or organizations that are unrecognized are ineligible to receive any benefits or privileges.

Religious or Spiritual Activities/Organizations

Student activities or organizations of a religious or spiritual nature must be coordinated through the Office of Campus Ministry, which strives to serve and work with students of all faiths and traditions. Organizations will not receive recognition or funding without prior coordination with Campus Ministry.

Responsibilities and Privileges

Responsibilities

Student organizations are expected to comply with all policies and procedures set forth by the University. In addition, student organizations are expected to fulfill the following responsibilities: 

  1. Submit the names and contact information for all club officers and advisor(s)
  2. Submit the active club membership list for the current academic semester or year (membership must be greater than 10 students)
  3. Submit a schedule of meetings and events for the current academic semester or year
  4. Attend all scheduled leadership training programs or meetings
  5. Maintain a current club constitution and/or bylaws that clearly outline the framework and governance of the organization
  6. Meet all club financial obligations
  7. Have representation at all activities fairs or other University functions (e.g., Open House) as requested
  8. Maintain and utilize their individual OrgSync portals. 

Privileges

The University seeks to support student organizations and foster an environment where student organizations are an integral part of student life. To that end, student organizations enjoy the following privileges:

  1. Have the support of the Office of Student Engagement and other University offices and departments
  2. Use of the University's name in association with the name of the student organization, provided use of the University's name is in accordance with stated policies about the name, logo, and trademarks
  3. Solicitation of membership on campus under the club's name
  4. Listing of the student organization in official publications of Fairfield University and the University website
  5. Ability to publicize on campus
  6. Co-sponsorship of activities with other organizations or University offices and departments
  7. Conduct fundraising activities on campus
  8. Use of the University's interoffice mail functions
  9. Use of the University's electronic mail system and functions
  10. Maintaining a portal and website via OrgSync
  11. Participation in leadership recognition events, conferences, and activities
  12. Use of facilities and services of the University
  13. To request and receive appropriate protections of confidentiality from the Office of Student Engagement with respect to the maintenance and disclosure of personally identifiable information contained in active club member rosters.

Speaker Policy

Fairfield University is committed to providing an academic environment that encourages students to seek truth, develop critical thinking, and make responsible decisions that influence their lives and the greater community in which they live. Therefore, student organizations are encouraged to sponsor lectures and speakers, including individuals from outside the University community. Co-sponsorship of events is another means of contributing to the realization of these goals. Co-sponsorship of student programs or events by individuals or groups not affiliated with the University whether in the form of financial sponsorship, or support and assistance in the planning and promulgation of a University-sponsored event, may be permitted, subject to limitations, including but not limited to, the following:

  • The "locus of control" for an event must remain at all times with the student organizations and its advisor, in cooperation with the Office of Student Engagement.  It is the dual responsibility of both the organization and the advisor to be advised about, and maintain control of all media, communications, and promotions of an event and ensure compliance with all policies governing student organizations and events. A co-sponsorship relationship that contravenes law or University policy is prohibited.
  • The procedures generally required before students may invite a speaker or individual to appear on campus are designed only to ensure orderly scheduling of facilities, adequate preparation for the event, and to conduct the event in a manner appropriate to an academic community. In the rare occurrence where a speaker or individual may be so controversial in nature as to create a public safety concern, the University reserves the right to reschedule, relocate, or cancel the event.
  • The University does not require that student organizations or events provide alternate viewpoints to those that are expressed in a single event or program. An event that is sponsored by the University, one of its units, or by a University organization that is, or appears to be, in name or content, contrary to the Mission Statement of Fairfield University, may be restricted.
  • Appropriate notice and accommodations must be made for those with disabilities or in need of an accommodation. Notification should be given to let such individuals know who in Disability Support Services they can contact prior to the event in order to obtain information and assistance.
  • Presentations that are illegal (e.g., libelous, defamatory, obscene, pornographic), which violate the University's policies on harassment and equal protection, including its policies on hate speech-based race, gender, ethnicity, national orientation, or sexual orientation, which violate the law, disrupt classes, limit access to University facilities and services, and/or which pose a threat to the physical safety of members of the University community are strictly prohibited.
  • Presentations that violate applicable fire, health or safety codes, or otherwise interfere with the regular and orderly operations of the University are prohibited.
  • All other policies governing student events, such as event registration and publicity, apply. Furthermore, student sponsorship of speakers or other individuals does not imply approval or endorsement of the views expressed, either by the sponsoring group or the University.

 

Travel Policy

Events that require travel to off-campus locations must be registered like any other event and includes signed waivers by all participants. The student organization must supply a complete trip itinerary and  list of all students attending the event no later than 24 hours prior to departure to the Office of Student Engagement and the Department of Public Safety. For a larger event or a trip of significant duration, supervision by University personnel is required. If a University-owned or leased vehicle is being used, the van driver must be registered and authorized by the University to drive the vehicle. Further, detailed information about the University's Travel Policy and necessary forms are available at the Office of Student Engagement, located in the Barone Campus Center.

Fairfield University and all representative associates assume no responsibility or liability in connection with the service of any aircraft, train, bus, vessel, or any other conveyance which is used, either wholly or in part, in the transporting of passengers. Neither will they be responsible for any act, error, or omission nor any loss or injury to persons or property, accident, delay, or irregularity which may be occasioned by reason of defect of any vehicle, or, through neglect or default of any company or person including hotels engaged in carrying out the purpose for which tickets or coupons have been issued, nor any illness, disease or infirmity or injury, death, damage, or inconvenience sustained by any person for any reason whatsoever. Nor does Fairfield University assume any financial liability or responsibility for any phase of the event. It is expressly understood that the University will not be responsible for any monies paid in regard to said event. In addition, there should be no alcohol consumed or present in any vehicle at any time.