Student Handbook |Clubs & Organizations 

Clubs and Organizations

Student Organizations as Co-Curricular Learning

Co-curricular learning complements the traditional academic experience and, in the context of Jesuit education, is essential to the overall educational experience and the personal development of students.

Sustained and active participation in clubs & organizations provide students with real-world experiential learning opportunities that complements and supplements learning that takes place inside the classroom.  Faculty & Staff Advisors facilitate this learning by mentoring, advising, and supporting student leaders as they take on greater and more active leadership roles on campus and in their local communities.  Student Organizations play an important role in shaping the overall student experience and campus community through their advocacy, philanthropy, community events & programs, as well as their contributions to creating a stronger, more diverse, and active campus community.

Students leaders participating in leadership roles in student organizations, under the proper guidance and with adequate support, have the opportunity to develop multiple skills and leadership competencies, including, but not limited to, self-understanding/development, problem solving, decision-making, initiative, follow-through, responding to ambiguity/change, planning, resiliency, conflict negotiation, goal-setting, collaboration, mentoring, organizational behavior, power dynamics, ethics, personal values, personal contributions, group development, creating change, and social responsibility.

University Recognition & Governing Bodies

Recognized student organizations are officially sanctioned by Fairfield University, and are therefore 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.  In order to be recognized by the University, student organizations must first be recognized by either the Fairfield University Student Association (FUSA) via the Council of Student Organizations (COSO), or; the Graduate Student Senate (GSS).  Student organizations open to both Undergraduate and Graduate Students are permitted to seek funding from both FUSA and the GSS, as long as they are officially recognized by both governing bodies.

The Office of Student Engagement oversees and manages all University-wide student organization-related policies.  The Office is located in the lower level of the John. A. Barone Campus Center, Suite 096, and can be reached at engagement@fairfield.edu or by calling 203-254-4000 x4053.

Both the Council of Student Organizations and the Graduate Student Senate are able to, and do, set COSO/GSS-specific policies and procedures, as long as they do not contradict or negate the policies set forth in this handbook.

For the most up-to-date list of active, recognized student organizations, please click here, or log into OrgSync using your NetID and Password.

Student Organization Policies & Procedures

Recognition, Standing, & Expectations

Definitions:

Recognition:

  • Recognized student organizations have gone through the official recognition or re-recognition process and are therefore recognized by Fairfield University as officially sanctioned student organizations of the Fairfield University campus community. 
  • Recognized student organizations are eligible to receive all the benefits and privileges afforded to student organizations by the Office of Student Engagement and the Council of Student Organizations. 

Non-Recognition:

  • Student organizations that have not gone through the official recognition or re-recognition process, or have been dissolved due to inactivity, or disbanded for violation of University policies, are not officially recognized by Fairfield University, and are therefore not considered sanctioned student organization by the Fairfield University campus community. 
  • Non-Recognized student organizations are not eligible to receive any of the benefits and privileges that recognized student organizations receive, as outline below. 

Good Standing:

  • Student organizations are considered in “good standing” with the University if they meet the below requirements for continued recognition, and comply with all policies and procedures set forth by the University. 

Not in Good Standing:

  • Student Organizations are considered “not in good standing” with the University, if they do not meet the below requirements and/or are in non-compliance with the policies and/or procedures set forth by Fairfield University. 

Active:

  • Student organizations are considered “active” if they renew each Spring and Fall semester, and keep their OrgSync Portal up to date. 

Inactive:

  • Student organizations are considered “inactive” if they do not renew their OrgSync portal within the first (4) four weeks of the beginning of the Fall or Spring semester.

Benefits of Recognition

Officially recognized student organizations in “good standing” with the University enjoy the following benefits: 

  • Access to funding via the Council of Student Organizations and Fairfield University Student Association. 
  • Ability to reserve rooms, spaces, and other related- services for club-related activities.
  • Ability to publicize and advertise for club-related activities on and off campus.
  • Ability to recruit members using the club's name.
  • Conduct fundraising activities on or off campus.
  • Use of the Fairfield University OrgSync platform. 
  • Use 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.
  • Be listed as an active student organization in official publications of Fairfield University and other marketing materials.
  • Access to co-sponsorship opportunities for club-related activities with other organizations or University offices and departments.
  • Participation in leadership recognition events, conferences, and activities.

Requirements of Continued Recognition

  • A current constitution/charter that clearly outlines the framework and governance structure of the organization. 
    • All organizations are required to submit any constitution/bylaw amendments to COSO and the Office of Student Engagement upon passage by the organization. 
  • A regularly updated and active OrgSync portal, which includes:
    • Updated Positions (Officers and Advisors) for the portals
    • Updated membership rosters.
    • Creation of OrgSync Events for all club events/meetings/performances.
    • Usage of OrgSync News Posts to communicate with club members.
    • Submission of all budget requests via Treasury component of the organization’s OrgSync portal.
  • Attend all scheduled leadership training programs or meetings as required by COSO/GSS/Office of Student Engagement.
  • Manage COSO allocated funds & Club Savings in a responsible manner in accordance with University, Student Engagement, and COSO/GSS policies. 
  • Have representation at all activities fairs or other University functions (e.g., Admitted Students Day, Open Houses) as requested.
  • Submit all appropriate paperwork involving club-related travel.
  • Agree to comply with all University policies and procedures, as outlined in the Student Handbook.
  • Agree to comply with the Fairfield University Anti-Hazing Policy.

Exemption from Membership Roster Requirement

  • Student organizations seeking to be exempt from the membership roster requirement must notify the Office of Student Engagement upon renewing the organization each year or upon initial recognition by the University.

Reviving Inactive Organizations

  • Students seeking to revive a student organization that has been deemed inactive for less than one academic year must submit the following items to COSO/GSS and the Office of Student Engagement for consideration:
    • Revised constitution/charter
    • New Advisor Agreement Form
    • Names of students in Officer roles (must have at least three Officers)
    • Updated Membership Roster (must have at least 10 members)
    • Detailed plan for how new leadership will ensure the organization remains active beyond their first year.

Dissolution of Inactive Organizations

  • Student organizations that are deemed inactive, and remain Inactive for greater than one full academic year will officially be dissolved and will no longer be recognized by the University. 
  • Any funds left in a dissolved student organization Savings Account will be absorbed by the Council of Student Organizations/Graduate Student Senate and redistributed to active student organizations. 
  • Anyone hoping to revive dissolved organizations must go through the full “New Student Organization” recognition process outlined below.

Creating a New Student Organization

Students who wish to create a new student organization are encouraged and welcomed to do so, in accordance with the following criteria and procedures.

Students wishing to create a new student organization for undergraduate students should download the “How to Start a Club” packet, fill it out, and returned it, along with any additional supplemental materials, to the appropriate governing bodies.

For undergraduate student organizations, all application materials should be returned to the Council of Student Organizations, located in Room 106 in the lower level of the John A. Barone Campus Center, or the Office of Student Engagement, located in Suite 096 in the lower level of the John A. Barone Campus Center. 

For graduate student organizations, all application materials should be returned to the Office of Student Engagement, located in Suit 096 in the lower level of the John. A. Barone Campus Center, or via email at engagement@fairfield.edu.  The Office will then send the application materials onto the sitting Senators of the Graduate Student Senate for consideration.

Criteria for Recognizing new Student Organizations

 

  • The University will only recognize new student organizations if they meet the following criteria:
    • Unique:  Proposed student organizations must not overlap in mission and goals with existing student organizations.
    • Interest:  There is adequate student interest in the proposed student organization.
    • Burden:  A proposed organization must not put an undue financial burden or safety risk on our student populations or the University.
    • Mission of the University:  Proposed organizations must work to further advance the core mission and values of Fairfield University.

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.

Fraternities, Sororities, or Ritualized Organizations

  • The University does not recognize or permit fraternities or sororities nor any other secret or ritualized societies, clubs or organizations to operate on or off-campus.

Membership

  • All members of recognized student organizations must be current undergraduate, graduate, or part-time students.
  • Officers and leaders of student clubs and organizations must be in "good standing" academic and social standing with the University (e.g., not under a probationary status) as defined by the University's academic policies and student conduct code.
  • In keeping with the University's mission statement and Connecticut state law, student organizations may not discriminate on the basis of age, ancestry, color, criminal record, gender identity or expression, genetic information, learning disability, marital status, mental disability, intellectual disability, national origin, physical disability, race, religious creed, sex (including pregnancy and sexual harassment), sexual orientation, political ideology, and/or veteran’s status.
  • Organizations may not limit membership based on undergraduate, graduate, or part-time status, or on the basis of class year, or residency status. 
    • Those organizations seeking to limit membership based on a specific criteria must seek the approval from the Office of Student Engagement, and such limitations must be included in the organization’s charter/constitution. 
  • Non-students may participate in a group's activities or programs if invited by full-time members of the organization, but may not be voting members or otherwise attempt to direct, lead, or inappropriately influence the group's activities.

Organization Size

  • In order to be recognized by the University, a group wishing to form a new student organization must have a minimum of 10 currently enrolled student members and indicate who among those are willing to serve as officers for the organization.

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:
    • A clearly articulated purpose and accurately descriptive of the group's function
    • Specific definition of voting members
    • Adoption of voting procedures that allow for transparent, open, and free election of officers.
    • Clearly articulated procedures for removal of officers.
    • Clearly articulated procedures for amending the constitution.
    • Reference to bylaws or other relevant documents that will govern the group's activities or functions.
    • Language and reference to the Fairfield University Anti-Hazing policy.
    • Language and reference to the Fairfield University Anti-Discrimination policy.
    • Language that states the organization and its members will comply with any and all University policies, procedures, rules, regulations, and guidelines. 
  • According to the FUSA Constitution, in order to remain recognized, undergraduate student organizations must review their constitution with COSO every two years 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 and approved by the Council of Student Organizations/Graduate Student Senate and the Office of Student Engagement.

Advisor(s)

  • Each student organization is required to have at least (1) one Advisor that is a current University faculty, staff or administrator.
  • 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 activities or programs.
  • In the event that an Advisor is unable to continue to serve in an advisory capacity, the student organization must obtain a new Advisor immediately.
    • Temporary or proxy advisors may be named in the case of extended leave/sabbatical.

Review and Approval Process

  • All new organization proposal packets must be completed and submitted within the first 8 weeks of either the Fall or Spring semester. 
    • Incomplete packets will not be considered. 
  • If submitted after the first (8) eight weeks, proposals will not be reviewed until the following semester.
  • Once a group of interested students has submitted their completed application packet, the Council of Student Organizations/Graduate Student Seante will set up a meeting to review their application materials.
    • Proposed student organizations have (2) two weeks after their initial meeting with COSO to make any edits/changes to their application materials. 
    • If proposed student organizations do not make their edits/changes to their application materials within (2) two weeks, COSO will deny their application, and the students will need to try again next semester. 
  • If approved by the Council of Student Organizations/Graduate Student Senate, the group's request will be forwarded to the Office of Student Engagement for approval by the Director of Student Engagement and/or their designee. 
  • Upon approval by the Office of Student Engagement, the request will be forwarded on to the Dean of Students Office for approval by the Dean of Students and/or their designee. 
  • If the proposed student organization is affiliated with an outside organization, the Vice President of Student Affairs, or their designee, must sign off on recognition. 
  • Upon receiving all signatures by the above parties, the organization is recognized as a recognized student organization at Fairfield University, and may begin operating on campus as such. 
    • If any organization begins recruiting, holding meetings, advertising events, creates websites or social media accounts, or engages in other club-related activities prior to being recognized, their application may be denied or suspended.. 
    • Failure to cease such activities is a Code of Conduct violation and is subject to all University Student Conduct policies and procedures.

Misconduct and Disciplinary Actions

Student organizations must comply with any and all University policies and procedures; as well as all written policies and procedures established by the Council of Student Organizations and/or the Graduate Student Senate.

Organizations and individual club leaders found to be in violation of policies or who do not abide by the proper procedures, are not only subject to the student conduct process, but the organization may be subject to disciplinary action by the Council of Student Organizations, the Graduate Student Senate, or the Office of Student Engagement, up to and including:

Probation

  • The Council of Student Organizations, the Graduate Student Senate, and the Office of Student Engagement reserve the right to place any organization or club officer/member on probation who has been found responsible for violating club policies and procedures.
    • COSO/GSS/OSE may request specific educational sanctions be given to an organization/club leader(s) while they are on probation. 
      • Such sanctions may include community service, a written apology, letter to the campus community, reflection paper, or limitations on an organization's activities, access to fundings, cancellation of events/reservations, or restriction on the use of University facilities/resources.
      • Probation may last no more than two consecutive Fall/Spring academic semesters. 
  • Organizations must complete all required educational sanctions before having their probationary status lifted.
    • Failure to complete an educational sanction could result in the suspension or termination of recognition of the student organization, or the banning of individual club leaders from serving in leadership roles within a student organization.

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.
  • Organizations found to have violated the terms of their probation may face suspension and removal of members of leadership.
  • COSO, the GSS, and/or the Office of Student Engagement have the authority to dictate the education sanctions required for ending the suspension.

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.

Financial Policies & Procedures

Funding Source of the Council of Student Organizations

  • The Council of Student Organization receives a set amount of the General Fee that each student pays in the Fall semester of each academic year.

Funding Source of the Graduate Student Senate

  • The Graduate Student Senate receives a set amount of the Graduate Student Fee that each graduate student pays each semester.

Budget and Financial Procedures

  • Student clubs and organizations in good standing with the University and the Council of Student Organizations are eligible to receive funding from the Council of Student Organizations, the Graduate Student Senate, University Departments/Offices, and are able to fundraise on campus.

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.

Savings Accounts

  • Each student organization has a University Savings Account that is managed by the Office of Student Engagement. 
  • Student organizations are required to deposit fundraising revenue, event/ticket sales revenue, donations, and membership dues into their University Savings Account. 
    • Failure to deposit fundraising/event revenue may result in disciplinary actions outlined above, or the seizing of club assets until such revenue is deposited into the University-sanctioned Savings Accounts.

Collection of Dues

  • Student Organizations may charge dues of their members. 
  • All money collected by the organization must be deposited into their University-sanctioned Savings Account, which is managed by the Office of Student Engagement.

Use of Club Savings

  • Organizations may only use funds in their Club Savings Account for club-related activities.
  • In the event that an organization overspends their allotted COSO/GSS/University funds, the University reserves the right to use the organization’s Savings Account to cover these costs and to hold individual club members and/or the organization accountable.
    • In the event that there are insufficient funds in the Club Savings Account to cover the amount overspent, the student(s) and organization are still liable. 
      • The Office of Student Engagement will decide on a reimbursement process and/or start a student conduct process.
      •  A club or organization may be placed on probation, suspended, or dissolved as an outcome of violating these policies, which may include the inability to access their funds.
  • In the event that an organization purchases something using COSO/GSS/University funds that was not pre-approved by COSO/GSS/University, neither COSO, GSS, nor the University will cover the costs of those purchases and will instead take it out of that Club’s Savings and/or hold individual club members and/or the organization accountable.
    • In the event that there are insufficient funds in the Club Savings to cover the amount overspent, the student(s) and organization are still liable. 
      • The Office of Student Engagement will decide on a reimbursement process and/or start a student conduct process.
      • A club or organization may be placed on probation, suspended, or dissolved as an outcome of violating these policies, which may include the inability to access their funds.

COSO Budget Requests

  • COSO allocates funds to student organizations on a rolling, per-request basis throughout the Fall and Spring Semesters. 
    • Requests for funding must be submitted via OrgSync. 
    • Organizations that request over $300 are required to meet with the COSO Board before the funding request will be considered for approval. 
    • Some additional documentation (such as Contracts/Riders, Invoices, Certificates of Insurance, and other Vendor Approval Forms) may be required depending on the nature of the event.

GSS Budget Requests

  • GSS allocates funds to student organizations on a rolling, per-request basis throughout the Fall and Spring Semesters. 
    • Requests for funding must be submitted via email at engagement@fairfield.edu.
    • Some additional documentation (such as Contracts/Riders, Invoices, Certificates of Insurance, and other Vendor Approval Forms) may be required depending on the nature of the event.

Cash Advances & Receipts

  1. Student organizations that receive Cash Advances must return all remaining cash & itemized receipts for ALL purchases made using the Cash Advance funds within (5) five days of the event/meeting. 
  2. Failure to return all remaining cash and/or submit itemized receipts may result in a hold being placed on the individual club member that received the Cash Advance, and/or disciplinary actions taken against the club in the form of probation, suspension, or loss of recognition by the University. 
  3. Goods purchased using the funding from a Cash Advance which were not pre-approved by COSO in the original Funding Request will not be reconciled with the Cash Advance. 
  4. New requests for Cash Advances will not be approved for a club member or club until all outstanding Cash Advances are reconciled.

Prohibited Purchases

  • Student Organizations are prohibited from purchasing the following items using funds from either their Savings Account and funding received from the Council of Student Organizations or the Graduate Student Senate, or other University-sanctioned student organization/office/department:
    • Alcohol and alcohol paraphernalia
    • Firearms, weapons, explosives, and/or ammunition
    • Gasoline/Diesel
    • Gift Cards

Purchasing Guidelines

  • Student organizations are encouraged to utilize the Office of Student Engagement to purchase equipment/supplies for approved club-related activities.

Check Requests

  • The University will only process check requests for approved outside Vendors. 
  • The University will not approve check requests for students who intend to use the funds to pay for services rendered by an outside Vendor (i.e. DJ, Choreographer, Speaker). 
    • Each outside Vendor must go through the proper Vendor Approval process in order to be paid. 

 

Purchase Orders (POs)

  • Student Organizations intending to use the services of a business or corporation in contract with Fairfield University must request a Purchase Order be opened for the amount due in order to pay these vendors:
    • Sodexo Catering services
    • John’s Best
    • Abbey Tents
    • G-Force & Department of Public Safety (security)
  • To request a Purchase Order be opened for one of these vendors, please contact engagement@fairfield.edu.

Event Policies & Procedures

Accessibility Accommodations

  • Student organizations are required by law to make a “good faith effort” to meet any special accommodations necessary for individuals with disabilities to participate in club events/functions/meetings.   
  • Student organizations must include the following language in their event-based marketing materials:
    • “If you have any accessibility needs, please contact <insert Event Coordinator here>.”

Alcohol

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

Catering

  • Student organizations are expected to use Fairfield University Dining Services, or one of the approved StagCard vendors approved by the Office of Student Engagement, for all on-campus club-related events where food is being served.
    • Student organizations seeking an exemption for this policy must make a formal request by emailing engagement@fairfield.eduprior to the event.  
      • Exemption decisions will be made on a case-by-case basis by the Office of Student Engagement in coordination with the Vice President for Auxiliary Services and/or their designee.

Contracts

  • Student organization, student leaders, and Advisors are prohibited from signing any contract with an outside vendor for services provided on or off campus. 
  • All contracts must be vetted by the Office of Student Engagement prior to services being rendered. 
    • In the case of improper signing of contracts, Fairfield University may not pay/release funds to outside vendors. 
    • In the case of improper signing of contracts, Fairfield University is not liable for upholding said contractual obligations between outside vendors and student organizations.
    • Fairfield University reserves the right to cancel/reschedule events where services are being rendered by an outside vendor without the appropriate paperwork and proper signatures in place prior to the event.

Co-Sponsorship Policy

  • Recognized student organizations, in good standing with the University, are permitted to host an event that receives sponsorship from a non-University affiliated organization(s) in the form of financial, logistical, and/or other types of support and assistance, per the following stipulations:
    • The "locus of control" for the event must remain at all times with the student organization and its advisor. 
      • The University defines “locus of control” as:
        • Having final decision-making authority regarding the planning and execution of the event.
        • Maintaining control of all media, communications, and promotions for an event.
        • If at any time, the “locus of control” of the event is in question, the University may step in to determine the best course of action.
      • The University reserves the right to postpone, reschedule, and/or cancel an event where the University feels as though the locus of control is no longer held by the student organization(s) originally organizing the event.

Communication Options

  • Student organizations are encouraged to use OrgSync News Posts, OrgSync Events, Orgsync People, and the OrgSync Messaging functions to communicate with club members.
  • Student organizations may request that their large-scale events/programs are “Promoted” in OrgSync. This would place their event as a banner on the top of the Orgsync home page for a certain period of time.
    • For promotional requests email engagement@fairfield.eduat least 5 days before the day you want the promotion to start running. Please include the information below:
      • Subject of the Email: #OrgSyncPromo
      • Link to your already created Orgsync Event URL
      • Marketing image that you would like to run as the promo background (jpeg or png files only: 640 pixels wide x 300 pixels high)
      • Start date of promo
      • End date of promo
      • Please note, we cannot promote an event if it has not already been created as an event in your portal.
  • Student organizations that add their club events into their OrgSync portal events calendar may have their events included in “The Weekender” if the event falls within the parameters of the weekly email.
    • In order for an event to be considered for “The Weekender” you must click the check box under “Portal Sharing” when creating an event in your Orgsync Portal. The check box will read, “Request inclusion on Life@Fairfield events list to reach more people.”
    • Following the approval of this event, it will be added to your Orgsync Portal Calendar and added to “The Weekender” if it falls within the Thursday – Sunday calendar dates and applies to all undergraduate students.
      • Please note, club events for only that club or an exclusive group of people will not be included in “The Weekender.”
    • Email engagement@fairfield.eduwith any questions regarding “The Weekender”.
  • Student organizations may request University-wide emails be sent to specific groups of students by contacting the Office of Student Engagement.
    • For University-wide communication requests email engagement@fairfield.eduat least 5 days before the day you want the communication to be sent. Please include the information below:
      • Subject of the Email: #OrgSyncEmail
      • Description of the message and reason for request
      • Link to your already created Orgsync Event URL, event poster or supporting material
      • Contact information for all-important parties (ex. person to contact with questions)
      • Text for the body of the email
      • Population of students you would like the email to be sent to (ex. First Years, Sophomores, Juniors, Seniors, All Undergraduate, All Graduate, Honors, etc.)
      • Date of email send date
      • Please note, the Office of Student Engagement cannot approve all University-wide email requests from Clubs & Organizations.
  • As such, student organizations are encouraged to utilize OrgSync to maximize communication with the campus community.

Event Supervision

  • Student organization hosting an event are responsible for supervising and supporting the event from set-up to clean up, and for ensuring the event, and all attendees abide by all University policies. 
  • Each event must have at least one designated Event Coordinator who is in charge of the event.
    • The Event Coordinator must be designated in the COSO Event Form used to reserve rooms for the event. 
    • The Event Coordinator(s) is responsible for communicating with all appropriate offices and departments, prior to, during, and after an event. 
    • The Event Coordinator(s) 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 an Event Coordinator consume alcoholic beverages during the event.
  • Advisors are required to be in attendance at all club-related events with over 100 students/guests in attendance.
    • If Advisor(s) are not available for an event that is anticipated to have over 100 students/guests in attendance, the student organization must secure a proxy advisor to attend the event in their place.

Event Start & End Time

  • Events may not begin prior to, or end after, the time in which the space was reserved for that specific event. 
  • Late Night events, defined as events that end after midnight, must have an Advisor or University representative in attendance throughout the event. 
    • Events may not end after 2:00 am without the express permission of the Office of Student Engagement. 

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.
    • Maintenance and/or custodial costs are not insignificant in that they include materials as well as labor. Therefore, all funding requests or event budgets must include appropriate allocations for these costs.
  • All requests for these services will be handled through the Office of Student Engagement, who will facilitate and coordinate requests through Facilities and Conference & Event Management.

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 exploring the possibility of co-sponsoring events.

Public Attendance

  • Student organizations are permitted to host events where members of the general public are in attendance.
    • An event not limited to current members of the Fairfield University community (current students, faculty, staff, and administrators) constitutes an event that is open to the general public.
  • For events where more than 100 members of the general public may be in attendance, student organizations are responsible for hiring security for the event, with the following stipulations:
    • A Fairfield University Department of Public Safety Officer and/or security force must be hired for the event.
    • The ratio of attendees to security is 1 security officer for every 50 general public attendees.
    • The student organization is responsible for covering the costs for hiring security for their event.
    • Within reason, Fairfield University reserves the right to require additional security measures be taken to ensure the regular operations of the university are not infringed upon. 
    • Student organizations are responsible for the conduct and behavior of all performers/speakers/entertainers/DJs prior to, during, and after the event. 
  • Once the event is over, only members of the General Public registered as a guest through the official University Guest Registration System are allowed to remain on campus. 
    • All other members of the General Public must leave University property once the event is over. 
    • Guests must show legal photo identification upon request.
  • Publicity for all events should welcome and encourage attendance by those with disabilities.
    • Such publicity should also direct individuals in need of accommodations to Accessibility within the Academic & Career Development Center.

Public Safety

  • Public Safety is not required at all events sponsored by student organizations.
  • Public Safety's presence and/or assistance for events is required where the expected attendance exceeds 100 people or when 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.
  • Student organization planning major events/gatherings may be required to hire members of the Fairfield Police Department and/or the Fairfield Fire Department
    • This requirement is determined on a case-by-case basis by the Department of Public Safety and the Office of Student Engagement.

Room or Space Reservations

  • All student organizations must fill out the COSO Event Formin the COSO OrgSync Portal in order to reserve spaces/rooms on campus.
    • Submitting the Event Form via OrgSync does not guarantee that the space is reserved, nor does it guarantee that the event is approved. 
    • Submitting the COSO Event Form  via OrgSync does not guarantee that all catering / media needs / work orders will be completed/approved/available. 
  • To reserve a room or space, the organization or department must be registered and recognized by the University. 
  • For events without catering/media/work orders, the COSO Event Form must be submitted at least five (5) business days before the date and time of the event. 
    • A good faith effort will be made to accommodate last minute form submissions, but please know that the Event Management System will not allow the reservation of rooms or the addition of catering orders or media requests within 72 (business) hours of the event.  
  • For events that include catering/media needs/work orders, the COSO Event Form must be submitted at least three (3) weeks prior to the event.

Sound, Lighting, and Media Equipment

  • All clubs & organization have access to basic sound equipment. 
    • All such requests should be submitted via the COSO Event Form found in the COSO OrgSync portal.
  • 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.

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.
  • 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.

Tickets

  • 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 one (1) month 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.

Vendor Forms, Invoices, Certificates of Insurance, & Contracts/Riders

  • Contracts/Riders, invoices, Certificates of Insurance, and other Vendor Approval Forms (W-9) must be submitted to the Office of Student Engagement at least (3) three weeks before payment is due to ensure timely payment to outside vendors/companies. 
  • Student organizations are liable for all late-payment fees and charges to vendors/independent contracts resulting from a delay in processing due to late submission of all required forms within the (3) week deadline and/or improper filling out of paperwork.

Fundraising Policies & 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:
    • 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.
    • 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.
    • Pre-established fees for facility use, equipment rental, and other direct costs must be paid in advance.
  • 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.
  • The publicity for the activity must include the following information:
    • Name of the sponsoring organization
    • Name of the individual or organization benefiting from the activity
    • Intended use of funds collected at the activity
  • 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.
  • All proceeds must be deposited into the student organization's account, which is administered by the Council of Student Organizations.
  • The student or students running the fundraiser are not eligible to win any prize associated with that fundraiser.
  • 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.

Club Marketing & Communications

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.
  • 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."

Printing and/or Graphic Design

  • Digital Design and Printing of event marketing materials is provided by COSO at no cost to the organizations for print and digital marketing costs. Organizations are permitted to create their own materials, but are required to secure approval for all materials. Organizations must contact COSO at least 20 academic days before the marketing materials are needed for design and printing time. COSO marketing liaisons are charged with working directly with organizations to ensure all steps are taken. Duplicating requests generally take a couple of days, while design and custom printing will take longer.
  • Locations have different publicity regulations.

Residence Halls, Townhouse & Apartment Complexes

  • Residence halls have designated bulletin boards or designated posting areas for members of the University community to publicize their various activities and events. 
    • Flyers and posters can be hung on these boards by Residence Life staff if adequate time is given for distribution. 
  • If you would like to post a sign, please send 65 copies to the Office of Residence Life.  All postings will be reviewed, and if approved by the Office of Residence Life, distributed to the RAs to be hung on designated bulletin boards. 
    • Clubs and organizations can post flyers (a maximum of 9 flyers per building per event) on their own in residence halls but they must be approved and stamped by the Office of Residence Life prior to be hung up.  Any un-approved flyers hung up in the residence halls will be taken down. 
  • The designated posting areas include hallways near bulletin boards, lounges, and bathrooms. 
    • Due to the Fire Code regulation of Fairfield, posting is not permitted on any fire/exit doors, elevators, or within stairwells. 
    • Posting is not permitted on any doors (including but not limited to bathroom doors, lounge doors, exterior doors, fire exits, etc.).  Postings found in the residence halls on surfaces not designated for materials will be taken down by Facilities and Residence Life staffs. 
  • Posting material is limited to flyers no larger than 8.5’ x 11” (unless special permission is granted by the Associate/Assistant Directors or Director of Residence Life). 
  • Please use only painters tape when hanging up flyers.  The use of duct tape, masking tape, or scotch tape is prohibited.
    •  Organizations found to be using other types of tape will be asked to cover the cost of any damage to walls and surfaces.

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 Student Engagement.

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.

Chalking

  • Only recognized student organizations, official University departments, offices, and centers, faculty members, staff members, and current Fairfield University students are permitted to chalk on Fairfield University property.  Permission must be granted in advance by the Office of Student Engagement.  Individuals and groups unaffiliated with the University are prohibited from chalking without the express permission of the University.  Chalking is only permitted on outdoor, horizontal surfaces made out of asphalt or concrete (i.e., sidewalks).

Marketing Materials in Student 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.

Marketing 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 Student Engagement

Travel Policies & Procedures

Fairfield University believes that sponsored off-­campus activities are an important part of a students’ overall learning experience.  However, off-­campus activities can involve significant risks, both to the students participating in the, as well as to the University, based on the manner in which students conduct themselves during the event.

The purposes of the following policies are to ensure that the University is informed of the whereabouts of students participating in travel organized by student organizations and the conditions under which such excursions shall be conducted; and provide guidelines and set expectations for registered clubs and organizations regarding the planning and preparation of their sponsored event.

Pre-Departure Procedures

  • Prior to planning an off-campus event, recognized Clubs & Organizations must seek approval by the Office of Student Engagement by submitting a Travel Proposal Form at least 10 days prior to a trip.
  • If approved, the Office of Student Engagement will provide the Club or Organization with the appropriate travel forms and information for their off-campus event.
  • In addition to any forms or information requested by the Office of Student Engagement, Clubs or Organizations must submit the following forms/items at least 24 hours PRIOR to embarking on any University-sponsored trip:
    • Participation Agreement, Waiver & Release of Liability Agreement
      • One copy must be filled out by each participant for ALL trips. 
      • This form includes general student information along with a list of contacts in the event of an emergency.
    • Student Travel Authorization Form
      • One copy of this form should be completed for the entire group.
      • This will include more detailed information about the event than is included in the Travel Proposal Form, including a travel itinerary, a list of participants, and a local/travel contact. 
      • This form, along with the Travel Roster, must be submitted to the Department of Public Safety no later than 24 hours prior to departure.
      • The Trip Coordinator is responsible for filling this form out and ensuring it gets to DPS in time.
      • For regularly scheduled and ongoing events (such as service activities) clubs can register the entire set of activities as one event for the semester.
        • Any new members that get involved after the form has been submitted can be added to the existing registration form by notifying the Office of Student Engagement.
        • Additional members will need to submit a Participation Agreement Waiver Form.
    • Passport (if applicable)
      • In the event of travel outside of the United States, a copy of each student passport must be included along with each General Waiver & Release of Liability Agreement.

Roles & Responsibilities

  • For all trips, the club/organization MUST designate an official Trip Coordinator and Local Emergency Campus Contact for communication and emergency purposes. The responsibilities for each are as follows:
    • Trip Coordinator
      • This person must be a Club Officer / Faculty / Staff / Alumni of Fairfield University.
      • Responsible for handling logistics of the trip.
      • Serves as the primary contact and club liaison for the event.
      • Responsible for ensuring the group’s Student Travel Authorization Form is filled out and submitted prior to departure.
      • Responsible for working with the Office of Student Engagement (BCC096) prior to departure to ensure that all forms have been submitted & procedures have been followed. 
      • Responsible for coordinating the activities of the group while traveling and at destination.
      • Must be accessible by cell phone or provide appropriate contact information if traveling outside of service area. 
      • In addition, they will maintain contact with the Local Emergency Campus Contact during the trip.
    • Local Emergency Campus Contact
      • This person must be a Full or Part-time University Faculty or Staff member, or Alumni.
      • In the event of an emergency, this person will be responsible for communicating with the Fairfield University Department of Public Safety. 
      • This person must remain within 45 minutes (or their normal commuting distance of campus) for the duration of the event and must be accessible by phone at all times.
    • Trip Advisor
      • This person must be a Full or Part-time University Faculty or Staff member, or Alumni.
      • This person is responsible for accompanying students on all trips greater than 180 miles from Fairfield University, all overnight trips, and international trips.
      • Responsible for teaching and mentoring all students while on the trip, and ensuring they are abiding by University policies. 

University Representative

  • Although most student participants are legal adults, the presence of a University representative that is a full or part-time University faculty or staff member, or an alumni of Fairfield University, is viewed as an important component for the overall success of the activity.
  • For day trips (not involving an overnight stay and less than 180 miles away from campus)
    • The student organization is encouraged to take a Trip Advisor, but is not required to have one for a trip that is 180 miles away or less from Fairfield University and is does not include overnight stay. 
  • For overnight trips (or ANY trip greater than 180 miles away)
    • Student organizations are required to take a Trip Advisor for any trip that is overnight or greater than 180 miles away from Fairfield University. 
    • The sponsoring club/organization will assume financial responsibility for the advisor’s participation, including, but not limited to travel,lodging, and meals.
    • In addition, the Trip Advisor must be provided with separate housing accommodations at the same or nearby location.
  • International travel
    • All students participating in an international trip as part of a recognized student organization must fly into the designated airport, on the designated program start date and within the specified arrival times.
    • Students should not plan personal or family travel prior to the start of the program with the expectation of arriving by other means, at alternate dates/time, or with guests.
    • Early or late arrivals are not approved. There are no exceptions to this policy. 
    • Students must book their flights through the Fairfield University STA Portal, which is specifically designed for our students (from Fairfield University and those from other Universities attending one of our Center Programs). 
      • Fairfield University has partnered with STA to ensure that students are provided with low cost tickets that also include risk management assurances such as changeability, emergency support and program specific bookings that gets you to your program on time, every time.
    • Due to the high level of risk associated with International Travel, Clubs & Organizations must obtain the permission of the Director of the Office of Student Engagement prior to planning an International trip. 
    • Additional requirements, forms, and policies are subject to be imposed at the discretion of the Office of Student Engagement.
    • The University reserves the right to cancel international travel plans and withhold payment/funding of student organizations that are not in compliance with the University's  international travel policies and other requirements specified by the Office of Student Engagement.

International Travel

Student Organizations are permitted and encouraged to plan international trips for their members, per the following stipulations:

  • Due to the potentially high level of risk associated with international travel, Student Organizations must obtain the permission of the Office of Student Engagement prior to planning an International trip.  
    • This process involves, but is not limited to developing a timeline for complying with the International Travel Policy guidelines, vetting the service site/destination, identifying and securing the appropriate number of Trip Advisors, discussing funding options and fundraising efforts, and mapping out a Pre- & Post-departure engagement program to help students make meaning of their experience.   
  • The University reserves the right to cancel international travel plans and withhold payment/funding of student organizations not in compliance with the University’s International Travel Policyor other requirements specified by the Office of Student Engagement,
    • In addition to the travel forms specified in the International Travel Policy, the Office of Student Engagement reserves the right to add additional requirements on a case-by-case basis (based on destination) to ensure the health and safety of students.  
  • Students organizations are required to book all of their international flights through the Fairfield University STA Portal.
    • Fairfield University has partnered with STA to ensure that students are provided with low cost tickets that also include risk management assurances such as changeability, emergency support and program specific bookings that gets you to your program on time, every time. 
  • All students participating in an international trip as part of a recognized student organization must fly into the designated airport, on the designated program start date and within the specified arrival times.
    • Students should not plan personal or family travel prior to the start of the program with the expectation of arriving by other means, at alternate dates/time, or with guests.
    • Early or late arrivals are not approved. There are no exceptions to this policy.

Domestic Travel & Lodging

  • Travel arrangements can be made independently or through a University approved travel agent.
  • Use of personal vehicles are not covered under University insurances, therefore it is the responsibility of the owner of the vehicle to assume liability for the use of personal vehicle. 
    • The use of personal vehicles must be approved prior the trip by the Office of Student Engagement. 
    • If a student club/organization needs a university vehicle or to rent a bus for their event, please contact the Conference & Event Management, BCC212, ext.3288.
    • For transportation reservations made independently, an original invoice/receipt must be retained in order to be eligible for reimbursement for any approved travel expenses.
  • 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.

Conduct

  •  The standard of conduct set forth in the Fairfield University Student Code of Conduct (contained in the Student Handbook) and all University policies and procedures are applicable to the student while participating in any off ­campus activity.
    • Failure to conduct oneself in compliance with the Fairfield University Student Code of Conduct may jeopardize the success of the event and willingness of the University to permit future similar activities.
    • Students and guests shall assume responsibility for their own actions.

Finances

  • Students are responsible for maintaining the necessary financial records for the duration of the event (i.e. saving itemized receipts, paid invoices, etc.).
  • Failure to maintain proper financial records may result in a student’s inability to be properly compensated for any expenses.