Student Handbook

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Student Handbook

The student handbook contains many of the policies and procedures for students at Fairfield University. It also contains information about Fairfield's history, mission, and culture, as well as a number of the services and resources available to students.

The policies contained in the handbook are applicable to all Fairfield University students -undergraduate, graduate, and part-time. Students are responsible for being familiar with and complying with the current version of the handbook, as well as any additional Fairfield University Handbook(s) issued by the program or activities in which they are enrolled. Responsible behavior is required of Fairfield students, wherever they are, and the Student Conduct Code applies to students both on and offcampus. The handbook is disseminated upon enrollment at Fairfield University, at which time all students are responsible for its contents and compliance therewith.

The provisions of the handbook do not and are not intended to create either an express or implied contract with any student. The University reserves the right to modify, add, delete, or amend the provisions of this handbook at any time and without prior notice, or to grant exceptions from the applicability of its terms.

Will Johnson, PhD

William H. Johnson, PhD

Read a Message from the Dean of Students

Message to Students

Dear Students,

Whether you are a student from our newest class, the Class of 2024, a returning undergraduate student, or graduate student, there is a great sense of renewal that accompanies the beginning of each academic year. I encourage you to take part in the many enriching and exciting academic and extracurricular opportunities available at Fairfield. Learning is a dynamic experience. The Office of the Dean of Students is just one of many offices within Student Life and the University as a whole here to assist you in making those important connections and pushing you towards success in all your endeavors on campus. That is our commitment to living and learning, and to you.

The Student Handbook applies to all Fairfield University students. In addition to the policies, procedures, and residency and meal plan agreements contained herein, the Student Handbook provides valuable information about services and resources available to you. Your enrollment at the University implies that you accept and agree to comply with the entire contents of the Handbook, and that you agree to be bound by all policies, procedures, and agreements set forth herein. For that reason, you should read and familiarize yourself with the Student Handbook and make use of it over the course of the academic year. The Student Handbook may be revised from time to time during the academic year.

Fairfield University is your school, your community, and your home. When we speak of a Fairfield education, we often make reference to the concept of a holistic learning process. We are interested in students' needs, well-being, and formation, both within and outside the classroom. You will see collaborative practices and programs that support this interest. Additionally, the Office of the Dean of Students is committed to the holistic development of all students in a manner consistent with the University’s Jesuit ideology, which seeks to develop individuals who know themselves, advocate for others, and are invested in serving the broader community. We expect students to respect themselves, each other, and the community in which they now belong. In addition to communicating the Student Conduct Code and other policies contained in the Student Handbook, the Office of the Dean of Students serves informational functions as well. We often say to students, if you have a question and are not sure where to go for an answer, our office is generally a good place to start!

During this academic year, I encourage you to make the most out of your Fairfield education by embracing our diverse community. Your presence and contributions to our community are what make Fairfield such a special place. Please feel free to stop by our office at any time. I wish peace, blessings, and success throughout this academic year.

Sincerely

William H. Johnson, PhD
Dean of Student

COVID-19 Student Directives

COVID-19 Student Directives

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COVID-19 Student Directives

Given the dynamic created by students living in close quarters and attending class together and the resulting higher risk for sharing the virus on a college campus than in the community at large, effective immediately and until further notice, the directives outlined below have been put in place in order to maintain the health and safety of the University community and those who live and work within it. These directives supersede any existing policies in the Student Handbook and other official University publications.

Face Covering

  • Students are required to wear a face covering (e.g. mask) which covers the nose and mouth at all times except when in their assigned room in University housing or where otherwise provided by applicable protocols (e.g. RecPlex, The Tully and other dining venues).

Visitors and Guests

  • The student guest policy has been suspended until further notice. Non-Fairfield student guest as well as Fairfield commuters and off-campus (e.g. beach) students are not permitted in University housing.
  • Only immediate family members are permitted on-campus to visit students. Immediate family members may not enter University housing.
  • Only students who live in University housing may visit one another.
  • No student residence (e.g. room, apartment, Townhouse) is allowed to have more than two visitors (i.e. other students who live in University housing) at a time.
  • All students are required to wear a face covering and maintain six feet of physical distancing when visitors (i.e. students not assigned to said student residence) are present.
  • Overnight guest are not permitted. This includes other students who live in University housing.
  • Students living in University housing may not be in the assigned residence of another student between 11 p.m. and 10 a.m.

Social Gatherings

  • Gathering in groups and impromptu social gatherings are highly discouraged.
  • Students must wear a face covering and maintain at least six feet of physical distancing from one another at all times during all social gatherings, regardless of whether it is being held indoors or outdoors.
  • Social gatherings in University housing are limited to the number of individuals assigned to the residence plus two guest who also live in University housing.
  • Gathering in groups of more than 10 is not permissible at any time, in any location, indoors or outdoors, without the approval of authorized University personnel.
  • The University encourages residents to work with University staff and faculty to organize social gatherings in accordance with University, Town of Fairfield and State of Connecticut guidelines and directives. Students seeking to host social gatherings should seek guidance and/or approval from an appropriate office including, but not limited to, Residence Life, Student Engagement, Recreation, academic departments, or Conference and Event Management
Testing and Isolation
  • All students are required to be tested for COVID-19 within the 14 days prior to returning to campus. This will be an “at home” testing process provided to the student by the University. Students will receive their test results prior to return to campus.
  • Students who test positive must remain off campus until cleared by the Student Health Center to return.
  • Fairfield University will test 5-10% of the student population on a weekly basis. Students are required to participate in random COVID-19 testing when instructed to do so.
  • During the semester, students with possible COVID-19 symptoms are required to isolate (i.e. stay away from others) in their University residence or at home, and notify the Student Health Center or their private health care provider.
  • If a COVID-19 test is ordered by a health care provider and results are positive, the student must remain in isolation until the infectious period has passed and the student has been cleared to return by the Student Health Center.
  • All students must notify the Student Health Center of high-risk travel within the past 14 days, any pending test results for COVID-19, a test positive for COVID-19 and any exposure to an infectious individual. Quarantine due to possible exposure to or close contact with someone who has COVID-19, or isolation will be required as appropriate.
Health Monitoring
  • All students are required to complete a daily health questionnaire via LiveSafe.
  • All individuals on campus must be prepared to show proof of daily health questionnaire completion to authorized University personnel upon request.

Student Travel

  • Student clubs and organizations are encouraged to refrain from any scheduled travel.

Disorderly and disruptive behavior, the failure to comply with directives of the University or a University official, are never tolerated. In the current environment, at minimum, the sanction for violating any of these directives will be student conduct probation and may escalate to removal from campus for the semester, dismissal, or expulsion.

In accordance with our Step Up Stags (i.e. student amnesty) policy, students are encouraged to report any violation of these directives. Reports submitted in good faith or seeking restoration will not be subject to the student conduct process.

Resources

Learn More

Resources

Related Websites

Selected Publications of Policies and Procedures

  • Student Handbook
  • Undergraduate and Graduate Catalogs
  • Tuition, Room/Board, and Fee Schedule
  • Course Booklets and Registration Instructions
  • Student-Athlete Handbook and Club Sports Manual
  • Traffic and Parking Brochure

Student Conduct Code

As a Jesuit and Catholic university, Fairfield has a distinctive mission. The University focuses not only on excellence in teaching, learning, and scholarship but also on the growth and development of the whole person. We value life outside the classroom as essential to the educational mission - to foster not only individual growth, but spiritual, moral, and social growth as well. Our community holds high expectations of how we live and interact with one another as the successes and failures of each member of our community shape Fairfield. Respect for the human dignity of all people, both within and outside the University community, lies at the heart of our Student Conduct Code. Students are held accountable for their actions as a necessary part of our community life.

Because we are a community committed to Jesuit and Catholic ideals and to the growth of each individual, the standards established for members of the Fairfield community are not always exactly the same as those within society at large. The University's Student Conduct Code goes beyond what is simply required for public order. The Code incorporates what is good and developmental for the individual and for the University community. The Student Conduct Code applies to behavior both on and off campus. This includes international programs and other University-sponsored programs and activities.

At times, the process of calling students to accountability can be very difficult. This is particularly the case on those occasions when the conduct in question is so contrary to our community standards as to warrant restriction from University activities or dismissal from the University. However, even in these most difficult situations, the University seeks first and foremost to serve its students in an educative role. Since education is our primary mission, university procedures in the student conduct process are not identical to due process in criminal or civil courts.

The University reserves the right to amend policies as deemed appropriate. In the event of a discrepancy between the information contained in this section of the Handbook and another University publication or document, the terms in this section of the Handbook will apply. Fairfield University reserves the right to withhold issuance of a diploma, regardless of degree requirement completion, where a violation of this code, the law, and/or our policies on academic dishonesty are implicated.

The Office of the Dean of Students has ultimate responsibility for enforcing University policies and the Student Conduct Code. The dean delegates to his or her staff the responsibility of administering the student conduct process on a daily basis. The dean may also delegate student conduct process duties to the Office of Residence Life to carry out those functions within the residence halls under a structure that employs use of its administrative staff, Peer Conduct Board and Student Conduct Board representatives, and/or other designated parties.

Community Standards

The list of community standards is not intended to be exclusive. Other misconduct or behavior including without limitation, violations of published University policies, rules or regulations, or criminal statutes, violates the Student Conduct Code even if a specific description of such misconduct or behavior is not listed.

Offenses with respect to alcohol reflect the laws of the State of Connecticut regarding the purchase, sale, and consumption of alcoholic beverages. No one under the age of 21 is permitted to purchase, possess, or consume alcoholic beverages. Those who are 21 years of age or older may purchase and consume alcohol; however, it is not permissible for any University student to serve, possess, or consume pure grain alcohol. All students are prohibited from engaging in alcohol-related behavior that is reckless (e.g., operating a motor vehicle under the influence), abusive to themselves or to others, or disruptive to the community. Moreover, drunkenness and intoxication are prohibited regardless of age.

If alcohol is served at a gathering, it is the responsibility of the host to comply with state and local laws. A social host may be held responsible for injuries and damages caused by a minor who is served alcohol. A host may be liable even if the host is a minor. Therefore, if alcohol is served at a gathering, the host must ensure that minors are not served. Furthermore, it is a violation of state law to sell alcohol without a permit, and individuals who charge for admission to a party where alcohol is served may be held criminally liable. Criminal sanctions may equally apply if the vendor accepts money for cups or ice instead of explicitly for the alcohol. No student, regardless of age, is permitted to be in possession of kegs, beer balls, common containers over 64 ounces (empty or full), or equivalent quantities of liquor anywhere on campus unless otherwise authorized. No student, regardless of age, is permitted to brew their own beer or make their own wine, cider, or liquor.

Consumption of alcoholic beverages on the grounds of the campus is prohibited unless it has been specifically approved by and registered with the Office of Conference and Event Management. Individuals who appear intoxicated (e.g., unable to walk without assistance, speaking incoherently, emitting a strong odor of alcohol, or vomiting), who exhibit drunken behavior, or bring or attempt to bring in alcohol will not be admitted to campus events. Moreover, individuals demonstrating such behavior while attending any registered social function will be directed to leave the event.

Residence halls, townhouses, and apartments: Consumption of alcoholic beverages in the residence halls is prohibited in common areas such as hallways, bathrooms, stairwells, kitchens, porches, and lounges.

All campus residences: Large common sources of alcohol, such as kegs, beer balls, common containers over 64 ounces, or equivalent quantities of liquor, are not permitted.

Athletic events: Alcoholic beverages may not be sold, distributed, or consumed at athletic events held on campus. This applies to all varsity, club, and recreational events held on campus.

Sanctions for alcohol violations will range from formal warning to expulsion, depending on the severity, and may include additional sanctions including, but not limited to, educational programs, fines, and loss of housing privileges.

The possession, use, or distribution of illicit or illegal drugs is strictly forbidden. The possession of drug paraphernalia is also prohibited. Responsible students are subject to tickets/infractions, arrest and prosecution by state and/or federal authorities.

Distribution is considered to be any form of dispersal or delivery, including the payment for or barter of, illicit or illegal drugs even if the transactions did not involve the exchange of monetary funds.

The improper use of prescription drugs is a serious problem on college campuses. For this reason, it is a violation of the Student Conduct Code for a student to be in possession of another person's prescription medication, medication for which they do not have a prescription, or for a student to provide a prescribed drug to another person.

All drug violations are considered serious and will result in sanctions ranging from formal warning to expulsion and will likely include additional sanctions such as educational programs, fines, and removal from University housing.

The University expects students to respect personal and University property both inside and outside of the community. Damage shall be classified as either accidental or vandalism. Accidental damage is damage occurring through unintentional, chance happenings. Vandalism is deliberate, malicious, and/or disruptive behavior resulting in damage to property.

All types of damage caused to any student residence or its furnishings are the responsibility of the students assigned to that residence, and repair costs will be billed accordingly. Damage that occurs in common areas of student residences (e.g., hallways, common bathrooms, backyards, etc.) will be divided and shared among all residents of that particular residence hall, floor, or block.

In addition to the replacement or repair cost resulting from such behavior, additional sanctions will be levied, up to and including fines, community service, removal from University housing, dismissal or expulsion, and possible arrest and prosecution by state or federal authorities for cases of intentional damage and vandalism.

Accidental or unintentional damage to property is inevitable and unavoidable at times. When it occurs, it will be recognized as such and the responsible individual will be billed simply for the replacement or repair cost. The University will collect and expect payment from students for damage done to University property. The University shall complete the repairs and expect payment from students for the repairs within 30 days. Students are not permitted to attempt to fix the damage themselves or contract with an outside vendor for repairs.

The University does not reimburse students for personal property damage or loss. The University will assist, but does not assume responsibility for, collecting payment on behalf of a student for damage done to the personal property of that student by another student.

Disorderly conduct by an individual includes any behavior that is reckless, causes inconvenience, annoyance, or alarm including, but not limited to, vomiting or urinating in public, reckless driving, refusing to comply with request to disburse, and trespassing.

Disruptive conduct includes any behavior that unreasonably obstructs or interferes with the normal operation of the University, creates a hazard to oneself or others, or hinders or prevents others and/or one’s self from carrying out their educational responsibilities.

Students are required to comply with reasonable requests, directives, or orders made by authorized University personnel (e.g., residence life staff, public safety officers, etc.). This requirement includes, but is not limited to, cease activities, reasonable requests for students to meet appointments in administrative or faculty offices, and to be cooperative during investigations and hearings. It also includes properly identifying oneself upon request.

Students are expected to be respectful when communicating with faculty and staff. Any form of inappropriate communication, gesture, or action (e.g., pushing, intimidating or threatening words, etc.) is prohibited.

Guest

All undergraduate students are required to register guests on campus via the guest registration form. Students are only permitted two registered guests at any time, and all guests must be registered 24 hours in advance. Students are expected to greet their guests upon arrival to campus, be with them/know their whereabouts during their stay, and be present at their departure from campus. Also, guests must carry a printed copy of the guest registration form and valid photo identification at all times and must present such form and identification upon request. Guests may not remain on campus for more than two (2) days. Special exceptions may be granted with the approval of the student's area coordinator. Guests attending University events are subject to event policies. Please refer to the Public Attendance section found in Clubs and Organizations for specific details about guest registration at public events.

A resident may neither request nor require his/her roommate(s) to leave the room for a guest(s). A resident must seek approval from all roommate(s)/ housemate(s) for each occurrence involving overnight guest(s).The University reserves the right to limit the frequency of guest(s) visits within a given period of time and expects students to make appropriate arrangements for overnight guest(s).

Students are responsible for the conduct of their guests – which includes non-students and current students not assigned to their particular residence or residence hall - and for ensuring that visitors adhere to University rules and regulations. Furthermore, students who invite or allow non-students to come on to University property assume all responsibility for any actions, damages, or injuries resulting from the behavior of the guest. Guests found unaccompanied are subject to immediate removal from campus. If guests violate University rules and regulations, the student host or hosts will be held accountable for their actions, and the guests may be removed from campus and may receive a criminal trespass warning.

Full-time undergraduate commuter students are allowed in residential buildings if invited by a resident or for academic reasons. After 11 p.m., only residents of the buildings are allowed within the residential buildings unless accompanied by a resident from within the community.

Violations may result in a fine, loss of guest privileges, and community service.

Consistent with Connecticut state law, hazing is expressly prohibited and will not be tolerated at Fairfield University. Hazing refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades, or risks emotional and/or physical harm, regardless of the person's willingness to participate. Hazing is a complex social problem that is shaped by power dynamics operating in a group and/or organization and within a particular cultural context.

Hazing activities are generally considered to be physically abusive, hazardous, and/or sexually violating. The specific behaviors or activities within these categories vary widely among participants, groups, and settings. While alcohol use is common in many types of hazing, other examples of hazing practices include, but are not limited to, personal servitude; sleep deprivation and restrictions on personal hygiene; yelling, swearing, and insulting members; being forced to wear embarrassing or humiliating attire in public; consumption of vile substances or smearing of such on one's skin; brandings; physical beatings; binge drinking and drinking games; sexual simulation and sexual assault.

For such activities to be considered hazing, forced or mandated participation is not required. If an individual feels that he or she will not be considered a fully participating member of the group or feels that he/she would be ostracized for not participating in particular behaviors (for example, alcohol use), then such implied coercion would be considered hazing. The following are examples of hazing:

  1. Subtle Hazing: Behaviors that emphasize a power imbalance between members of the group or team are termed "subtle hazing" because these types of hazing are often taken-for-granted or accepted as "harmless" or meaningless. Subtle hazing typically involves activities or attitudes that breach reasonable standards of mutual respect and place members on the receiving end of ridicule, embarrassment, and/or humiliation tactics. Members often feel the need to endure subtle hazing to feel like part of the group or team.
  2. Harassment Hazing: Behaviors that cause emotional anguish or physical discomfort in order to feel like part of the group. Harassment hazing confuses, frustrates, and causes undue stress for members.
  3. Violent hazing: Behaviors that have the potential to cause physical, emotional, and/or psychological harm.

Given the serious nature of this offense, students found responsible will be at minimum placed on student conduct probation and subject to dismissal or expulsion.

Smoking is prohibited in all University buildings and facilities. The use of electronic cigarettes, vaporizers, and hookahs are also prohibited in all University buildings and facilities. Consistent with applicable state law, this prohibition includes all of the student residences (residence halls, townhouses, and apartments). Violations may result in sanctions including, but not limited to, a fine, an educational activity, and community service.

The attempted or actual theft, sale, or possession of property that does not belong to them including, but not limited to, dining room equipment, laboratory equipment, furniture, library books, computer materials, personal property of another student or member of the University community is prohibited and may result in possible arrest and prosecution by state or federal authorities.

All weapons are prohibited on University property. The term "weapons" should be understood to include, but is not limited to, firearms, paint guns, BB guns, air guns, slingshots, bows and arrows, various kinds of knives other than cooking utensils, and various kinds of martial arts devices capable of being used as weapons. Facsimiles, replicas, or reproductions of weapons (e.g., "air soft" guns) are also prohibited. In addition, the possession of fireworks or other dangerous chemicals and propelling any object in such a way as to endanger safety or property are prohibited.

Violations will likely result in sanctions ranging from student conduct probation to expulsion.

Arson, Fire Alarms, and Emergency Equipment

The deliberate setting of a fire on University property is a very serious offense and will result in removal from housing and/or dismissal from the University.

Tampering with firefighting equipment (e.g., fire extinguishers, smoke detectors, heat sensors, etc.), failure to leave a building in the event of a fire alarm, reporting bomb scares, or setting off false fire and emergency alarms may endanger lives and are serious violations of state and federal laws, as well as University regulations. Heat and/or smoke detectors, as well as sprinkler heads, are extremely sensitive and may be activated by any contact. Therefore, students should not touch these devices or hang objects from them. Violations will result in sanctions ranging from probation to dismissal or expulsion from the University and will likely include additional sanctions including, but not limited to, restitution for any damage caused to University property and/or personal property of any individual(s) affected, educational programs, fines, removal from University housing, and community service.

Assembly on Campus

Fairfield University generally supports the free expression of views or ideas and allows for peaceful assembly by members of our community (i.e., Fairfield University students, faculty, and staff).  Notwithstanding, for the safety, security, and well-being of the campus community, such expression and assembly is subject to the following conditions: (1) cannot impede or block the ingress or egress to any University building, room, facility, or space, (2) deny or deprive others the opportunity to speak or be heard, (3) interfere with or disrupt the University’s normal operation, (4) pose any threat to campus safety, or (5) interfere with a legitimate educational or institutional process.  Individuals, groups, or organizations seeking to express themselves are encouraged to give advanced notice to the University of any assembly. Those community members, as defined above, seeking to assemble are encouraged to utilize campus resources including, but not limited to, Public Safety, the Office of the Dean of Students, the Office of Student Engagement, and Conference and Event Management to guide them in their planning. Additionally, the University may (in its sole discretion), for any of the reasons listed above, terminate the violating activity, including temporarily or permanently removing its participants from the University premises and/or community.

Gambling

All forms of gambling are prohibited unless otherwise specifically authorized by Connecticut state law. Prohibited gambling may include certain forms of raffles, lotteries, sports pools, and poker tournaments. 

Indecent Conduct

Public acts of sexual intercourse, exposure of the body with intent to arouse or to satisfy the sexual desire of one's self or another person will be considered indecent conduct.

Misrepresentation and False Information

No student shall deliberately or knowingly provide false or misleading information or make malicious accusation related to any University proceeding. Students may not tamper with or destroy evidence. Moreover, no student may have possession of false information (e.g., fake IDs, etc.). Falsification of records, including grades and other academic records, admission materials, housing materials, registration materials, health records, identification cards, signed statements, etc., is prohibited. In addition, the creation, manufacturing and/or distribution of false identification, whether or not for profit, is prohibited.

Improper Storage or Use of Recreational Transportation Equipment

Fairfield University prohibits the use of recreational transportation equipment (bicycles, skateboards, hover boards, skates, e-scooters, Segways, other equipment with wheels, etc.) in all buildings on campus, including residence halls.  Individuals using these items outside of buildings are expected to do so in a manner that is appropriate, considerate of others, and considerate of college property.  Items that need to be charged must carry Underwriters’ Laboratory (UL) approval for their power cords in order to be brought/stored in any building.

Retaliation

Retaliation against someone who reports an incident or pursues a complaint (or may do so), or witnesses or may be a witness to a reported incident, investigation, or student conduct hearing is prohibited.

Right to Privacy

No student shall install or use any device for listening to, observing, photographing, recording, amplifying, transmitting, or broadcasting sounds or events occurring in any place where the individual or group involved has a reasonable expectation of being free from unwanted surveillance, eavesdropping, recording, or observation, unless the student has first obtained the consent of all persons involved. Preapproval from the Department of Public Safety must be sought for the use of Unmanned Aerial Device (UAV), Recreational Aerial Vehicle (RAV) and Drone devices.

Solicitation

No student or person representing any company is permitted to offer any product or service for purchase on the campus or in the student residences. Students or student groups are not to solicit funds by letter or in person from individuals, companies, or groups by using the name of the University. Students or student organizations wishing to raise money through raffles and other means for special projects must obtain permission from the Office of Conference and Event Management.

Stalking (Non-Gender Based)

Repetitive and menacing pursuit, following, harassing, and/or interfering with the peace and/or safety of another

Unauthorized Use or Entry

No person shall enter or attempt to enter any University function or facility without a ticket of admission or proper authorization. In addition, no individual shall enter or attempt to enter a locked building, room, office, or area without proper authorization. Furthermore, unauthorized entrance into or presence in a student room or vehicle is prohibited. Individuals can only enter/exit through the main gate when other campus gates are closed.

 

Student Conduct Process

The dean of students, assistant dean, or other members of the dean's staff have broad authority to act in the best interests of students, the community, and the University. To that end, the dean or designee(s) may take immediate action to remove or restrict a student from the University outside of the student conduct process. If the removal or restriction resulted from alleged violations of the Student Conduct Code, a hearing would be scheduled as soon as possible to determine the final disposition in the matter. In matters that are not related to student conduct but rather speak to the health, safety, or welfare of a student or the community, the dean or designee(s) may take whatever action necessary to alleviate that concern, up to and including removing the student from the University.  In cases heard by any board, the Office of the Dean of Students receives the Board's determination of responsibility. The dean or designee(s) will assign sanctions. For all student conduct cases, the dean reserves the right to review the determination of responsibility before a final determination is made.

The Office of the Dean of Students may refer cases that do not rise to the level of a student conduct case, but require some type of resolution or action, to another academic or administrative office or department.  In the dean's absence, the dean may designate another administrator to respond to cases needing immediate attention.

Fairfield University respects the dignity and rights of each of its students. In all student conduct cases, students are asked to review their rights and are given the opportunity to ask questions.

Rights of Responding Students

  1. The right to meet with the Office of the Dean of Students to discuss the student conduct process.
  2. The right to review the information against him or her, including the nature of the alleged violations, the documentation of those violations, and the names of adverse witnesses and the information they provided.
  3. The right to respond to the alleged violations and to rebut unfavorable inferences that might be drawn.
  4. The right to present information and any witness who has direct, personal knowledge of the incident or conduct in question.
  5. The right to an advisor of their choice.
  6. The right to be absent from a hearing without excuse. However, the case will be heard without the student present and a decision rendered based upon the evidence or information available.
  7. The student has the right to delay the hearing for up to five business days if a legitimate reason has been established as determined by the dean of students or a designee.
  8. The right to be advised of the result of his/her hearing outcome and the rationale for the decision within three business days of the hearing date.

Rights of Reporting Students

  1. The right to meet with the Office of the Dean of Students to discuss the student conduct process.
  2. The right to present information and any witness who has direct, personal knowledge of the incident or conduct in question.
  3. The right to be advised of the date, time, and location of the student conduct hearing and to request rescheduling for legitimate reason.
  4. The right to an advisor of their choice.
  5. The right to appear as a witness at student conduct hearings.
  6. The right to decline to appear or remain anonymous with knowledge that such action could result in the dismissal of the alleged violations for lack of evidence or information.
  7. The right to submit a written impact statement to the Office of the Dean of Students for consideration while determining sanctions.
  8. Upon written request, the right to be informed of the final results of the University's student conduct proceedings dealing with that specific incident within three business days of the hearing. This information may be provided to the next of kin if the reporting student dies as a result of the incident.

Any member of the University community may report an alleged violation of University policy or the Student Conduct Code if that member observed the violation or had personal knowledge of it through means other than hearsay. Students, administrators, faculty, staff, and other members of the University community who wish to file a report concerning a student's behavior may do so by submitting an Incident Report or contacting the Department of Public Safety. All reports alleging misconduct by a student will be reviewed by the Office of the Dean of Students.  If the report concerns a member of the faculty, administration, or staff, a duplicate copy of the written report of the incident should be submitted to the person's supervisor.  Reports received from other entities including, but not limited to, the Fairfield Police Department, other colleges and universities, and Town of Fairfield residents may also be used to address alleged violations.

Interim measures may be assigned in order to protect the health, safety, security, and well-being of the University community and its members.  Interim measures may be imposed at any point during the student conduct process.  These measures may be included as part of the final outcome.  Interim measures will typically be imposed if the University determines there is:

  1. An ongoing threat to or concern regarding a member of the University community;
  2. An ongoing threat to or concern regarding personal or University property; or
  3. A risk of disruption of or interference with the normal operation of University business.

The University will take reasonable steps to ensure a hearing occurs and a final determination(s) of responsibility is made in a timely manner.  Interim measures may remain in effect until a final decision has been reached and appeals have been determined. 

Recognizing that individuals have differing needs and interests when approaching conflict, and in appreciation for the complexity and uniqueness of conflicts, the option of an informal resolution is offered by the Office of the Dean of Students to resolve alleged violations of the Student Conduct Code and University policies when students are interested in exploring alternatives to a hearing. Any student may request the option of an informal resolution, however, the use of informal resolution options is at the discretion of the Office of the Dean of Students and must be voluntarily agreed to by all involved parties.

It is not necessary to pursue an informal resolution first before proceeding to a hearing, and any party participating in an informal resolution can stop the process at any time and move forward to a hearing.

The University will obtain voluntary, written confirmation that all parties wish to resolve the matter through Informal Resolution before proceeding and will not pressure the parties to participate in Informal Resolution.

The option of requesting an informal resolution will be detailed in the violation notification letter sent to the student or discussed during the initial meeting with the Office of the Dean of Students. For more information on informal resolution, please contact dosoffice@fairfield.edu.

Stag Explorers

Stag Explorers is a program that provides an opportunity for first-year students to connect with a Peer Conduct Board member about a low-level Student Conduct Code or University policy violation. This program is offered during the entire academic year and is completely voluntary.

Students who choose this program will participate in non-judgmental, candid dialogue intended to consider the types of decisions they are making in their lives and challenge them to better understand their needs, the needs of the Fairfield community, and implications of further violations on their lives within the campus community and beyond.

Both the responding and reporting student(s) have the right to select an advisor of their choice to provide support and assistance during the student conduct process.  Advisors may not participate actively while present at any student conduct proceeding and may not speak or otherwise communicate on behalf of the student.  However, the advisor may ask to suspend any meetings, interviews, or hearings briefly to provide private consultation related to the student conduct proceeding in progress.  An advisor is subject to the same privacy expectations applicable to others in attendance.

Accommodations, including scheduling of interviews or reviews, generally will not be made for any advisors if they unduly delay the process. The advisor is not permitted to attend a meeting or proceeding without the student without the prior approval of the Office of the Dean of Students. The Office of the Dean of Students reserves the right to take appropriate action regarding any advisor who disrupts the process or who does not abide by the restrictions on their participation as determined by the Office of the Dean of Students.

Student Conduct Board

The Student Conduct Board is a hearing body that determines the finding(s) of responsibility for alleged University policy or Student Conduct Code violations involving students or student organizations that could result in dismissal or expulsion. The dean of students or designee maintains discretion to refer the matter to an administrative hearing even when a finding of responsible for an alleged charge could result in dismissal or expulsion. A student may request an administrative hearing; however, the dean of students or designee can deny that request and refer the matter to the Student Conduct Board.

The Board is a five-member body consisting of one voting student, one voting academic dean or University staff/administrator, one voting faculty member, one additional voting student, academic dean or University staff/administrator, or faculty member, and a non-voting chairperson. If students or faculty are not available, any University staff/administrator can substitute their position on the Board.

Board members are individuals known for their integrity and commitment to the standards governing the University community. Board appointments are made by the vice president for student life or another University designated official. The faculty representative(s) are nominated by the general faculty and serve three-year terms. Once a faculty member has been appointed to the Board, he or she may serve indefinitely as an alternate member. The student members of the Board are selected from the Peer Conduct Board. Any member of the Board whose judgement may be affected by personal involvement or another conflict of interest may choose to not hear a case. Another Board member will fill the vacancy. If a Board member fails to perform any required responsibilities, the Board may request, by a unanimous vote of the other members, that the vice president for student life or another University designated official terminates the member's appointment and appoint an alternate or new member to fill the vacancy.

Peer Conduct Board

Alleged violations of a less serious nature may be referred to the Peer Conduct Board.  The Peer Conduct Board is selected, trained, and overseen by the Office of the Dean of Students. The Peer Conduct Board serves as a student conduct hearing body composed of students and convenes to hear cases. Members of the Peer Conduct Board serve on Student Conduct Hearing Boards.

Off-Campus Board

The Off-Campus Board will work to bring students and neighbors together to address incidents and behavioral concerns that occur off campus, formulate reasonable solutions, and offer support to one another to achieve peaceful community living.  The format lends to bring involved parties together to deal with harm face-to-face, to understand the harm, and make plans to repair the harm through education and action.

The Off-Campus Board will convene when an alleged off-campus violation has been reported and an involved party is identified as well as when there is not an identified responsible party (i.e., an address is reported without names).  The Off-Campus Board composition will include trained University staff and students, and non-Fairfield University community members.

If there is sufficient evidence that a student may have violated the Student Conduct Code or University policy, the student will be notified and required to meet with the dean's staff.  During the meeting, the student conduct process will be explained, the student will be advised of the alleged violations, and a hearing will commence or will be scheduled. A single hearing will be held for incidents involving multiple students, unless otherwise determined by the Office of the Dean of Students. Students may confirm responsibility for alleged violations in advance of a hearing in writing or during a hearing. In such instances, the process will move directly to sanctioning.

There are two types of hearings for student conduct cases: (1) administrative hearings facilitated by the dean of students or a designee (e.g., an assistant or associate dean of students, an Office of Residence Life staff member) and (2) board hearings. The dean of students may delegate staff members to be the principal administrators of student conduct matters. The dean or another student conduct administrator refers alleged violations to the appropriate type of hearing.

The student conduct process is intended to serve educational goals as well as to uphold University policies and the Student Conduct Code. The student conduct process should not be confused with criminal or civil court proceedings. As such, student conduct hearings are not courts of law and formal rules of evidence do not apply. Hearings are not open to the public, other members of the University community, parents, family members, or legal counsel. Student conduct cases are decided based upon the standard of whether it was more likely than not that a violation has occurred. The spirit or intent of the policy or community standard is taken into consideration. In the determination of sanctions, prior student conduct violations are considered.

Violations of community standards and University policies are sometimes also potential violations of criminal law. The University reserves the right to initiate or proceed with (and in some instances may be required by law to proceed with) the student conduct process against a student regardless of a pending criminal investigation, charges, arrest, or prosecution arising out of the same or a related factual situation. The dismissal, failure to prosecute, settlement, or reduction in charges of any related criminal matter shall not be grounds for a challenge to any student conduct matter.

Student conduct sanctions are intended to offer educational correctives to unacceptable behavior. For some infractions, the University has prescribed minimum or maximum sanctions (e.g., violation of alcohol or drug policies). The sanctions imposed will be determined based upon the severity of the infraction, the student's prior record, and any other relevant circumstances. Failure to comply with sanctions is itself a violation of the Student Conduct Code and may result in probation, a hold placed on student records, and/or dismissal.

Possible sanctions include, but are not limited to:

Alcohol/Drug Education: Required attendance and participation in wellness classes.

Community Service: A number of hours of service to the University or the community. Service hours must be completed within the imposed timeframe.

Deferred Dismissal: A period of time during which a student is no longer in good standing with the University and will be required to adhere to specific requirements and conditions in order to remain enrolled.  Student will lose housing related privileges including, but not limited to, restriction from housing-related lotteries.  The student cannot hold a leadership position in any recognized student organization or athletic team and will be restricted from participating in University activities, including varsity athletics or club sports, and representing the University.  Parent(s)/Guardian(s) will be notified.  Failure to comply with the requirements or conditions will result in an immediate dismissal from the University for a period of time, and additional sanctions may be applied. Any subsequent violations may also result in dismissal, expulsion, or the loss of other privileges including, but not limited to, on-campus housing or attendance and participation in University programs and activities.

Student Conduct Probation: A probationary status with the University that means the student is not in good standing with the University. Student conduct probation is intended to reflect the seriousness of the student's misconduct. Student will lose housing-related privileges including, but not limited to, restriction from housing-related lotteries.  The student cannot hold a leadership position in any recognized student organization or athletic team and may be restricted from participating in University activities, including varsity athletics or club sports, and representing the University.  Parent(s)/Guardian(s) will be notified.  Most importantly, further infractions while on probation will likely result in dismissal or expulsion. Student conduct probation will continue for a minimum of 14 weeks. In those situations, probation will continue for the duration of that semester and one additional full semester. Probationary periods end only with the conclusion of regular academic semesters.

Dismissal: Withdrawal from the University that is an interruption in progress towards a degree for an indefinite period of time that does allow the student to reapply to the University in the future. Students who have been dismissed from the University will be expected to remain away for at least a full semester (fall or spring). Parents/Guardians will be notified. Dismissal may include conditions which must be completed prior to being allowed to re-enroll and/or will be in place if the student re-enrolls. While dismissed, a student may not be on campus, property operated by the University, or attend any university-sponsored event for any reason without prior approval from the Office of the Dean of Students and is subject to arrest for trespassing. If a dismissed student has a need to come to campus, a request must be made to and approval given by the Department of Public Safety or the Office of the Dean of Students at least 48 hours in advance. Credits earned at another institution while dismissed cannot be transferred and applied toward a Fairfield degree.

Drug Testing: Random drug testing at the student's expense. The results of such tests will be reported to the Office of the Dean of Students.

Educational Project: A writing assignment or research project related to the unacceptable behavior.

Expulsion: Withdrawal from the University that is permanent and prohibits the student from reapplying to the University in the future or earning a degree from any of its colleges or schools. Under expulsion, the student is not welcome on campus.

Fines, Fees or Restitution: A payment to the University or to an individual for unacceptable behavior or physical damage caused. Fine monies paid to the University are deposited into a restricted budget, administered by the Office of the Dean of Students, to support student life initiatives. They are not part of the University's general fund. Restitution is used to cover the direct cost associated with repairs or replacement items.

Formal Warning Status: A formal warning will be issued to students who have been found responsible for violating a policy or the Student Conduct Code that may not reach a threshold for being placed on student conduct probation.  Students who are issued formal warnings remain in good disciplinary standing with the University.

Housing Change: A required move from one room to another, from an apartment or townhouse to a residence hall room; a revocation of off campus or commuter status and return to an on-campus housing location; or a removal from campus housing for a stated period of time. If removed from campus housing, a student may not live in or visit University-owned residences.

Housing Restrictions: A restriction from entering a particular residence hall(s), townhouse(s), apartment(s), or an individual floor; or a limitation or restriction on being able to live in townhouses, apartments, or as off-campus boarders, or participating in housing-related lotteries.

Housing Warning: A notice that their current housing status is on probation and any future violation could result in loss of housing, lottery restriction, or change of assignment.

No-Contact Order: An order prohibiting a student from having contact, including but not limited to, physical, written, verbal, third-party, and/or electronic contact, with another student for a specified period of time.

Referrals: A referral for evaluation and/or counseling to individuals or organizations considered helpful to the student. Attendance or participation at such referrals, as well as recommendations for further evaluation or action, will be reported to the Office of the Dean of Students.

Restorative Mentoring: This is a student conduct sanction program that encourages and provides an opportunity for dialogue, reflection, and conversation in the areas of student behavior, moral development, responsible community participation, and our Jesuit mission.  Students meet with the director of restorative mentoring on a regular basis to reflect intentionally about their choices. Students will be encouraged and learn how to make decisions more aligned with our Jesuit mission and their personal values.

Restriction: The temporary restriction on participation in University-sponsored programs and activities, access to University facilities, or other privileges such as the ability to host social gatherings for a defined period of time.

Stag Smart: A program that provides an opportunity for students living in an upper-class environment to develop the skills and techniques they need to host smart parties on campus and intervene in situations where their peers are misusing alcohol.

Warning: Notice to a student indicating a behavior has or may have violated University policy or the Student Conduct Code and that repeated behavior and future violations may be subject to further action.

Appeals may be made by the reporting or responding student on the basis of one or more of the following grounds:

  • newly discovered evidence that is substantive in nature and was unknown or unavailable at the time of the original student conduct hearing
  • a substantial error or omission in the student conduct proceedings which significantly affected the outcome of the hearing
  • a sanction that is substantially disproportionate to the severity of and outside of the guidelines set by the University for the violation, or the cumulative conduct record of the responding student

Students may appeal a student conduct outcome within five business days from the date the student is informed of the original decision. The appeal must be submitted in writing to the vice president of student life or another University designated official. The student shall be advised in writing of the decision on the appeal within 14 business days. If the vice president is unable to respond within 14 business days of the receipt of the appeal, the vice president shall notify the student in writing and provide an estimated timeframe in which the appeal will be decided.

An appeal does not postpone the imposition of sanctions. If the appeal is granted, the decision either will be set aside or vice president may send the matter back to the appropriate hearing body for further adjudication. The decision of the vice president of student life or another University designated official upon appeal is final.

Student Rights

Fairfield University respects the dignity and rights of each of its students. In all student conduct cases, students are asked to review their rights and are given the opportunity to ask questions.

Rights of Responding Students

  1. The right to meet with the Office of the Dean of Students to discuss the student conduct process.
  2. The right to review the information against him or her, including the nature of the alleged violations, the documentation of those violations, and the names of adverse witnesses and the information they provided.
  3. The right to respond to the alleged violations and to rebut unfavorable inferences that might be drawn.
  4. The right to present information and any witness who has direct, personal knowledge of the incident or conduct in question.
  5. The right to an advisor of their choice.
  6. The right to be absent from a hearing without excuse. However, the case will be heard without the student present and a decision rendered based upon the evidence or information available.
  7. The student has the right to delay the hearing for up to five business days if a legitimate reason has been established as determined by the dean of students or a designee.
  8. The right to be advised of the result of his/her hearing outcome and the rationale for the decision within three business days of the hearing date.

Rights of Reporting Students

  1. The right to meet with the Office of the Dean of Students to discuss the student conduct process.
  2. The right to present information and any witness who has direct, personal knowledge of the incident or conduct in question.
  3. The right to be advised of the date, time, and location of the student conduct hearing and to request rescheduling for legitimate reason.
  4. The right to an advisor of their choice.
  5. The right to appear as a witness at student conduct hearings.
  6. The right to decline to appear or remain anonymous with knowledge that such action could result in the dismissal of the alleged violations for lack of evidence or information.
  7. The right to submit a written impact statement to the Office of the Dean of Students for consideration while determining sanctions.
  8. Upon written request, the right to be informed of the final results of the University's student conduct proceedings dealing with that specific incident within three business days of the hearing. This information may be provided to the next of kin if the reporting student dies as a result of the incident.

Student Conduct Records

Student conduct records are maintained by the Office of the Dean of Students. Any student has a right to review and inspect his or her own record.  Effective as of 2007-2008, student conduct records will be maintained for seven years after graduation, anticipated graduation date, or last date of attendance, unless there is sufficient reason to keep a record longer (e.g., pending criminal or civil litigation). In matters resulting in separation from the University (i.e., dismissal or expulsion), or allegations unresolved following the withdrawal of a student, conduct records may be kept indefinitely.

The Family and Educational Rights and Privacy Act (FERPA) defines legitimate access to student records. Student conduct records are not shared beyond the Office of the Dean of Students, except with those at the University with a legitimate "need to know." Student privacy is taken most seriously. In enforcing its policies including its policies of Sexual Misconduct, Fairfield University at times will be governed by state and federal regulations. In these instances of compliance, FERPA is not violated.

FERPA does make exceptions for disseminating information to students' parents or legal guardians. By way of example, parents of students under the age of 21 will be notified of behavior determined to be in violation of Fairfield's alcohol policies. Such notification occurs at the conclusion of the student conduct process.

Further, the Office of the Dean of Students reserves the right to notify parents or guardians in the event of a health or safety emergency regarding their student. Additionally, upon written request, the Office of the Dean of Students will disclose to the complainant of a crime of violence or a non-forcible sex offense (or the complainant's next of kin if the complainant dies as a result of the crime or offense) the final results of the University's conduct code proceedings dealing with that specific crime or offense.

Release of Student Conduct Records

When a student or former student provides written consent for the University to disclose their student conduct record to a person or entity outside the University (examples include an application for employment, graduate school, transfer to another University), Fairfield discloses information related to conduct that resulted in the following administrative or academic statuses:  Student conduct probation, deferred dismissal, dismissal, expulsion, and withdrew with pending alleged violations.  Unless a student or former student otherwise directs the University in writing, or an exception recognized under FERPA applies, Fairfield University does not disclose to persons or entities outside the University student conduct matters that did not result in such outcomes. When the University responds to external conduct record requests, the response includes information explaining the University’s protocol on the release of student conduct records. Conduct outcomes other than student conduct probation, deferred dismissal, dismissal or expulsion are generally not applicable or appropriate for distribution beyond the University community; however, students are encouraged to be forthright if an employer, professional licensure request, etc., asks questions about the student’s conduct at Fairfield University.

Under FERPA, a student may also inspect and review their conduct record by submitting a written request to the Office of the Dean of Students. For more information about the Family Educational Rights and Privacy Act (FERPA), please visit the Registrar’s webpage

Policies and Procedures

Class Attendance

All students are expected to attend every scheduled class session. Attendance requirements, as well as the impact of attendance on grading, are determined by the faculty member and specified in the syllabus for each course. Unexcused absences may be reported to the appropriate academic dean.

Absences from Class, Examinations, or Quizzes

Unless there are serious reasons for absence on the day of an examination or quiz, a grade of zero may be awarded for the missed work. However a faculty member may excuse a student from an examination, project, assignment, or quiz for reasons beyond the student's control.

At Fairfield University, the student is responsible for effectively managing health issues as they relate to classes (e.g., determining whether to attend class, to complete assignments, being present for quizzes, examinations, etc.).

Under no circumstances is the Student Health Center or Counseling & Psychological Services able to excuse a student for medical reasons; only the faculty member has the authority to excuse/not excuse the student from class/class work. Faculty should have an established procedure/guideline in place at the beginning of the semester (via the course syllabus) so the student understands fully what is expected with regard to class attendance and what to do in situations where the student is unable to attend class. Students are responsible for knowing and adhering to attendance/absence policies in each of their classes. That will usually mean contacting a faculty member immediately concerning an absence and maintaining an open line of communication with the faculty member concerning the student's absence from class.

  • If a faculty member considers it necessary to seek a verification from a health care provider (e.g., the Student Health Center, Counseling & Psychological Services, or the student's independent medical provider), then the faculty member should address the request to the student and the student must consent to having the health care provider disclose information as to the student's treatment. The Student Health Center and Counseling & Psychological Services do not disclose any health-related information in the absence of a release authorizing them to do so, nor do they ever provide "excuse" slips.
  • In situations where the Student Health Center, Counseling & Psychological Services, or an outside provider determines that the student's health is severely compromised (e.g., in need of immediate medical treatment or other recommended activities to alleviate symptoms/contagion) or when the student must otherwise be absent from class for more than three days, the student should inform the appropriate faculty of the absence. On occasion, an academic dean's office will advise professors that a student has notified the University that he or she will be absent for a specific period of time. This notification is provided as a courtesy and does not constitute a verification or excuse (unless it is determined that the student's condition constitutes a health or safety emergency, in which case the Office of the Dean of Students reserves discretion to restrict a student from attending class). When able to return to class or campus, the student will work with the necessary faculty and/or follow the procedure/guidelines outlined in the faculty member's syllabus for making up missed work.

Released Time

A student participating in a University-sponsored event has the right to be excused without penalty or grade jeopardy from exams, student presentations, attendance, and other classroom events during that time, provided the student makes up the required work in the fashion mutually agreed upon by the professor and the student.

Students participating in such University-sponsored events will be allowed to make up any major exams, tests, or quizzes they miss in a course when they are involved in a scheduled event provided that participating students, or the faculty moderator, inform all their professors in writing at the beginning of the semester, or as soon thereafter as possible, once scheduling is confirmed.

University-sponsored events covered by this policy are defined as follows:

Athletics – all varsity sporting events, including postseason tournaments and all club sport events

Others – concerts, plays, or other group performances where the absence of a member would detract from the overall performance. Departmental clubs are not included in this provision

Student health and safety are of primary concern at the University. The Step Up Stags Policy aims to remove barriers to or any hesitation in students reporting the need for assistance for themselves or other individuals to a University employee, emergency services (e.g. 9-1-1), or law enforcement. As such, the University encourages individuals to seek assistance for themselves or others in order to support the overall health and well-being of our campus community, and the need to address sexual violence, relationship violence, and other forms of sexual harassment. 

Students are encouraged to report all unsafe incidents including, but not limited to, out of control social gatherings, damage and vandalism, underage alcohol use, disorderly or disruptive conduct, harassment, bias, and sexual misconduct. This policy does not condone student behavior that is not aligned with University expectations nor does it exempt students from the policies of the University.  Reports submitted in good faith or seeking restoration will not be subject to the student conduct or Title IX process. Exemption from student conduct charges will be provided to the student for whom assistance was sought and any witnesses who were present. The University does retain the right to apply educational measures, restitution, make referrals to appropriate resources, and provide other forms of support and assistance.

This policy does not grant amnesty for criminal, civil, or legal consequences for violations of federal, state or local law. Students waiting until the police or other authority arrive before seeking assistance, action already taken by Public Safety, Fairfield Police, or other law enforcement personnel, and possession with the intent to distribute drugs are not covered by this policy.

Students who need to change their address or other personal information (e.g., student ID number, change in parents' address, etc.) should do so through the Office of the University Registrar, which has the primary responsibility for student records. Students who need to update their emergency contact information can do so through my.fairfield.

This policy is designed to guide students, faculty, staff, and other authorized users in the acceptable use of computer and information systems and networks provided by Fairfield University according to the mission of the University. It is meant as an application of the principles of respect and reverence for every person, the development of community and the ideals of liberal education that are at the core of Fairfield's Catholic, Jesuit identity. This policy supersedes the "Acceptable Use Policy" (number 610) adopted 1/1/94. This policy does not supersede any other University policies, including those pertaining to student grievances, sexual harassment, and personal conduct (Policy No. 480, Item #27).

Guiding Principles

The Fairfield University community is encouraged to make innovative and creative use of information technologies in support of education and research. Access to information representing a multitude of views on current and historical issues should be allowed for the interest, information and enlightenment of the University community. Consistent with other University policies, this policy is intended to respect the rights and obligations of Academic Freedom, and recognizes that the educational mission of the University is served in a variety of ways.

The University recognizes that the purpose of copyright is to protect the rights of the creators of intellectual property and to prevent the unauthorized use or sale of works available in the private sector. Publication, distribution, or broadcast of copyright protected materials without permission is prohibited. Also consistent with other University policies, an individual's right of access to computer materials should not be denied or abridged because of race, creed, color, age, national origin, gender, sexual orientation, or disability.

The University cannot protect individuals against the existence or receipt of material that may be offensive to them. As such, those who make use of electronic communications are warned that they may come across or be recipients of material they find offensive. Those who use email and/or make information about themselves available on the Internet should be forewarned that the University cannot protect them from invasions of privacy and other possible dangers that could result from the individual's distribution of personal information.

In the interests of promoting the free exchange of ideas, Fairfield University does not exercise prior review of electronic documents available on its network and accessible locally or through the internet. Individuals who access materials available on the Fairfield University network should understand that these materials, unless otherwise posted, do not necessarily reflect the views of Fairfield University. Individuals who feel that particular materials posted on the Fairfield University network are inappropriate or otherwise objectionable, may lodge a formal complaint through the office of Information Technology Services.

Fairfield University Information technology resources are to be used for University-related research, instruction, learning, enrichment, dissemination of scholarly information, and administrative activities. The Information technology facilities of the University are limited and should be used wisely and carefully with consideration for the needs of others. Information technology systems offer powerful tools for communication among members of the community and of communities outside the University. When used appropriately, these tools can enhance dialog and communication. When used unlawfully or inappropriately, however, these tools can infringe on the rights of others.

Responsibilities

The following examples, though not covering every situation, specify some of the responsibilities that accompany Information technology use at Fairfield and/or on networks to which Fairfield is connected. The following examples, though not covering every situation, specify some of the responsibilities that accompany Information technology use at Fairfield University and/or networks to which Fairfield is connected.

  1. Users may not attempt to modify the University Information technology facilities or attempt to crash systems. They should not tamper with any software protections or restrictions placed on computer applications or files.
  2. All users must obtain authorized computing accounts and may only use their own user names and passwords to access University Information technology systems. Users may not supply false or misleading data nor improperly obtain another's password in order to gain access to computers or network systems, data or information. The negligence or naiveté of another user in revealing an account name or password is not considered authorized use. Convenience of file or printer sharing is not sufficient reason for sharing a computer account. Users should not attempt to subvert the restrictions associated with their computer accounts.
  3. Users are responsible for all use of their computer account(s). They should make appropriate use of the system and network-provided protection features and take precautions against others obtaining access to their Information technology resources. Individual password security is the responsibility of each user.
  4. Users may not encroach on others' use of computer resources. Such activities would include, but are not limited to, tying up computer resources for excessive game playing or other trivial applications; sending harassing messages; sending frivolous or excessive messages, including chain letters, junk mail, and other types of broadcast messages, either locally or over the Internet; using excessive amounts of storage (as determined by Information Technology Services policies); intentionally introducing any computer viruses, worms, Trojan Horses, or other rogue programs to Fairfield University hardware or software; physically damaging systems; or running grossly inefficient programs when efficient ones are available.
  5. Users are responsible for making use of software and electronic materials in accordance with copyright and licensing restrictions and applicable university policies. Fairfield University equipment and software may not be used to violate copyright or the terms of any license agreement. No one may inspect, modify, distribute, or copy proprietary data, directories, programs, files, disks or other software without proper authorization.
  6. Users must remember that information distributed through the Information technology facilities is a form of publishing, and some of the same standards apply. For example, anything generated at Fairfield that is available on the Internet through the University's network represents the University and not just an individual. Even with disclaimers, the University is represented by its students, faculty and staff, and appropriate content, language and behavior is warranted
  7. Users must not connect unauthorized devices to the University networks, including wireless networks, without authorization.
  8. Users should use their best judgment such to prevent the theft of the University provided computing devices that have been assigned to them.
  9. Users must promptly report the theft, loss, suspected breach of security, or unauthorized disclosure of University data to the helpdesk, or Public Safety if the helpdesk is unavailable.
  10. Users must only access, use, or share private or restricted University data to the extent it is has been authorized by data stewards, in cases where that is not clear Users should referrer to their direct supervisor and handle data as if it were restricted.
  11. Users must protect sensitive printed University data they handle or store with due care including ensuring sensitive information is not left unattended, publicly viewable, in unlocked offices, or on publically accessible printers.
  12. Users must protect electronic sensitive University data they handle, store, or process with due care including ensuring only authorized applications are installed on computer systems used to store, process, or handle sensitive University data and that University guidelines concerning the safe handling of sensitive data are adhered to.

Administration

The University encourages all members of its community to use electronic communications in a manner that is respectful to others. While respecting users' confidentiality and privacy, the University reserves the right to examine computer files and monitor electronic activity within the limits of other applicable University policies. The University may exercise this right in order to enforce its policies regarding harassment and the safety of individuals; to prevent the posting of proprietary software or electronic copies of electronic texts or images in disregard of copyright restrictions or contractual obligations; to safeguard the integrity of computers, networks, and data either at the University or elsewhere; and to protect the University against seriously damaging consequences. The University may restrict the use of its computers and network systems for electronic communications when faced with evidence of violation of University policies, or federal, state or local laws. The University reserves the right to limit access to its networks through University-owned or other computers, and to remove or limit access to material posted on University-owned computers.

All users are expected to conduct themselves consistent with these responsibilities and all other applicable University policies. Abuse of computing privileges will subject the user to disciplinary action according to established University procedures. Abuse of networks or computers at other sites through the use of Fairfield University resources will be treated as an abuse of computing privileges at the University. When appropriate, temporary restrictive actions will be taken by system or network administrators pending further disciplinary action; the loss of computing privileges may result.

The University and users recognize that all members of the University community are bound by federal, state and local laws relating to civil rights, harassment, copyright, security and other statutes relating to electronic media. It should be understood that this policy does not preclude enforcement under the laws and regulations of the United States of America nor the State of Connecticut.

This policy may be amended or changed by the University Vice-Presidents, and in matters affecting the Academic Division, with the mutual consent of the Academic Council.

Restricted Data

Data is classified as restricted when the unauthorized disclosure, alteration, or destruction of that data could cause a significant level of risk to the University or its affiliates. Examples of restricted data include data protected by state or federal privacy regulations and data protected by confidentiality agreements. Examples may include:

  • Student or employee, social security numbers, driver's license numbers, bank account or credit card numbers, and all related financial and transaction information including tax information, financial advisement, and payment information, and employee evaluation;
  • Student and employee health care and health insurance information;
  • Account passwords and other identification information such as secret questions, finger prints, etc.; and
  • Electronic and paper communications and files, and all other information that is labeled as "restricted."

Private Data

Data is classified as private when the unauthorized disclosure, alteration, or destruction of that data could result in a moderate level of risk to the University or its affiliates. By default, all Institutional data that is not explicitly classified as restricted or public data shall be treated as private data. Examples may include:

  • Student and employee names, usernames, addresses, phone numbers;
  • Technical information, including source code, data center infrastructure and security information;
  • Any donor information;
  • Investment strategies;
  • Plans or designs;
  • Accounting information;
  • Business plans;
  • Electronic and paper communications and files, and all other information that is labeled as "Private;" and,
  • Third Party Confidential Information, which is confidential information pertaining to another institution or corporation which has been entrusted to the University by a third party under non-disclosure agreements or other confidentiality obligations.

** Applications such as 3rd party games, peer-to-peer file sharing applications, or applications which introduce a known risk must not be installed on computer systems which could handle, store, or process Restricted or Private data.

If any student, regardless of age, signs any legal agreement or contract, the student does so as an individual and at the student's own risk. The University is not a party to, nor legally responsible for, any such contract or agreement. Similarly, a representative of a student club or organization shall not act as an agent, party, or signatory on behalf of the University; should s/he do so, s/he does so as an individual at his/her own personal and financial risk. 

The University will not be held responsible for any contract signed or any debt incurred by an individual student or student organization.

Any student that fails to comply with this policy shall be subject to discipline, up to and including dismissal.

Fairfield University, a Jesuit, Catholic institution, is committed to the dignity of the human person and the goodness of sexual expression as found in the teachings of the Roman Catholic faith. With this as our foundation, we expect our students to form relationships marked by bonds of affection, respect and care.  While we honor the freedom of our students to make decisions as free and responsible persons — and we recognize that persons of good will may choose otherwise — as a Catholic institution committed to the dignity of the human person we (Fairfield employees, students or club members acting in an official capacity, or organizations and events sponsored by the university) will not sell or offer any contraceptive devices or birth control. University Health Services staff may prescribe therapeutic hormonal treatment to manage specific medical conditions.

Access to the Tully Dining Commons requires a meal plan or the purchase of a one-time entry with cash, Dining Dollars, or StagBucks. Individuals with meal plans must provide a valid StagCard in order to gain entry. Meals are non-transferable. In addition, once a card has been swiped for entry to the Tully, the card is rendered ineligible for another meal in the Tully for a period of time. Upon entering the Tully, individuals can eat as much as they want. However, with the exception of small items such as a piece of fruit, a hand-held dessert, or a paper cup of coffee, no food can be removed from the main dining hall upon leaving.

Cellular phones, pagers, and other electronic devices shall not be used in a manner that causes disruption in the classroom, library, within other University buildings or facilities, or at University events (e.g., lectures, Masses, etc.). This includes abuse of cellular phones, Unmanned Aerial Device (UAV), Recreational Aerial Vehicle (RAV), Drone devices or electronic devices with photographic capability.

Fairfield University utilizes an emergency notification system, referred to as StagAlert, as one method to notify and relay information to students, faculty, and staff in the event of a significant emergency.

The StagAlert system is able to send messages simultaneously as voice calls, text messages, and e-mail messages. Depending on the nature of the situation, any or all of these methods may be used to communicate with the intended recipients.

In order to maximize the effectiveness of emergency notifications, StagAlert will generally be deployed in limited situations, such as:

  1. When there is a clear and active (e.g., in progress or pending) emergency or risk to the University community that requires both notification and immediate action by the intended recipients.
  2. Weather-related delays or closings that affect the start or end of classes, potential damage to property, or the reduced availability of essential University services.

Students, faculty, and staff are able to designate one mobile phone number for the receipt of StagAlert voice calls and/or text messages. Any StagAlert e-mail messages will automatically be sent to the preferred e-mail address on record (e.g., University-issued accounts). Students, faculty, and staff will be reminded at least annually to review and update their information online. Similarly, test messages will be sent, at least annually, to all students, faculty, and staff. Students can also update their information anytime in person at the Office of the University Registrar, and faculty and staff can do so at the Office of Human Resources.

The University reserves the right to utilize StagAlert, at its sole discretion, for purposes other than those outlined above. Additionally, StagAlert is not intended to be a substitute for more traditional communication methods (verbal, written, or electronic), and students, faculty, and staff should not rely exclusively on receipt or non-receipt of StagAlert messages to take appropriate actions in the event of an emergency.

The State of Connecticut General Statutes Section 10a - 155 and Fairfield University require each full-time or matriculating student to provide proof of immunity or screening against measles, mumps, rubella, varicella (chicken pox), meningitis, and tuberculosis. Matriculating students are defined as those enrolled in a degree seeking program. This includes both undergraduate and graduate students. Certain exemptions apply, based on age and housing status. Full-time undergraduate students must also submit a confidential health history. Students can visit www.fairfield.edu/immunization for more detailed information. Immunizations and the health history must be documented on the Student Medical Report Form which may be downloaded from the immunization Web page.

www.gallagherstudent.com/fairfield

Domestic (Non-International) Undergraduate Students

Fairfield University requires that all full-time domestic undergraduate students maintain or purchase a health insurance policy. This requirement was established to ensure the health and well-being of students, which is integral to the quality of their college experience. Under Fairfield's "hard waiver" program, the University enrolls each domestic student in its sponsored health insurance policy for the upcoming academic year. A charge for this policy appears on the domestic student's tuition bill. However, if the domestic student has access to health insurance through other means (e.g. parents' coverage), the domestic student may complete an on-line waiver to decline the University-sponsored coverage and receive a full credit on their bill.

For more information regarding health insurance or the waiver process, visit fairfield.edu/lifeatfairfield/healthsafety/healthcenter/insurance/ or go to www.gallagherstudent.com/fairfield.

International Students

Fairfield University requires all international students (graduate and undergraduate, full or part-time) to have health insurance. The University enrolls each international student in its sponsored health insurance policy for the upcoming academic year, and a charge for the policy is placed on the student’s bill. If the student has access to health insurance through other means (parent, spouse, employer), and can provide proof of existing coverage, they may file a waiver and receive a credit. However, the policy must provide coverage comparable to the University-sponsored policy, must be compliant with the Affordable Care Act, and must be written and filed in the United States.

All members of the University community are required to carry their Fairfield University photo identification card - the StagCard - at all times. Upon the request of University officials, such as Residence Life staff and Public Safety officers, students must display their StagCard. Misuse of any identification (altering, defacing, falsifying, loaning out for meals, etc.) will be documented and referred for disciplinary action. Minimum sanctions for a first-time offense include a $25 fine and warning. Lost identification cards are to be

reported during normal business hours to the StagCard Office, and at all other times to the Department of Public Safety. Misplaced or lost cards can also be deactivated through the online card office, www.stagcardonline.com.

The operations and activities of a residential, comprehensive university such as Fairfield University necessitate that the campus remain open with essential services available 24 hours a day, 365 days a year. Therefore, the University never fully closes or ceases operations. The default position in the event of inclement weather is that classes and all other activities will continue as scheduled, and cancellations or delays will be kept to an absolute minimum. Students, faculty, and staff should plan in advance accordingly.

In the event of extraordinary inclement weather conditions that affect the normal operations of the University, the information regarding the changes will be disseminated in these ways:

  1. Utilization of the StagAlert emergency notification system
  2. University Email
  3. University Social Media(Fairfield Twitter, Facebook and Instagram) and my.fairfield account
  4. Outgoing message on the University's main line: 203-254-4000 or ext. 4000

Similarly, due to space or other limitations with voice recordings, the University's website will contain the most complete and updated information. For specific departmental activities or services, further information may be available directly at the following numbers:

Athletics: 203-254-4136 or ext. 4136
Alumni Relations: 203-254-4280 or ext. 4280
Bookstore: 203-254-4262 or ext. 4262
Campus Ministry/Mass Schedule: 203-254-4050 or ext. 4050
Library: 203-254-4044 or ext. 4044
Quick Center for the Arts: 203-254-4010 or ext. 4010
RecPlex: 203-254-4140 or ext. 4140

This Statement on Information Security attempts to address specific concerns relating to the use of administrative computer resources at Fairfield University. It is intended to complement the University's Acceptable Use Policy. Fairfield University's administrative computer resources must be used in a manner that is consistent with each user's duties and responsibilities. All users are expected to act in a spirit of mutual respect and cooperation, while adhering to the policies as outlined in this document. For purposes of this policy, users include faculty, staff, students, and any other third party who has access to University computers.

  1. Users will utilize University information and third party proprietary information only for the performance of official University business. This includes not altering or changing University information except in the performance of one's duties.
  2. Users will not divulge University or third-party information, whether in electronic or printed format, to anyone unless their relationship with the University as an employee, customer, or contracted temporary employee warrants it.
  3. Users will maintain confidentiality of all data or information in accordance with the policies and procedures of the University and any state or federal laws.
  4. Users will not intentionally attempt to gain access to unauthorized information or facilities to which one is not specifically authorized.
  5. Users will utilize the administrative computing systems (e.g., Banner) and related products only in a manner consistent with one's job function and for conducting official University business.
  6. Users may not transmit any material that is unlawful, obscene, threatening, abusive, libelous, or hateful, or encourages conduct that would constitute a criminal offense, give rise to civil liability, or otherwise violate any federal, state, or local laws. This includes engaging in abuse of other users. Such abuse includes, but is not limited to, the sending of abusive, obscene, or excessive messages within Fairfield University or beyond via network facilities.
  7. Users are responsible for safeguarding her/his computer account. Each user will be held responsible for all actions originating from her/his account. This includes not giving one's password to any other person and maintaining a secure workstation.
  8. Users may not circumvent system protection facilities. Each user is required to report any flaws s/he may find in the system protection facilities to the Help Desk.
  9. Users may not knowingly use any system to produce system failure or degrade network or system performance.
  10. Users may not encroach on others' use of computer resources. Such activities would include, but are not limited to, tying up computer resources for excessive game playing or other trivial applications; sending harassing messages; sending frivolous or excessive messages, including chain letters, junk mail, and other types of broadcast messages either locally or over the Internet; using excessive amounts of storage (as determined by ITS policies); intentionally introducing any computer viruses, worms, Trojan Horses, or other rogue programs to Fairfield University hardware or software; physically damaging systems; or running grossly inefficient programs when efficient ones are available.
  11. Users may not engage in unauthorized duplication, alteration, or destruction of data, programs, or software belonging to others and may not copy material protected by copyright. No one may inspect, modify, distribute, or copy proprietary data, directories, programs, files, disks, or other software without proper authorization.
  12. Users must remember that information distributed through the University's computing and networking facilities is a form of publishing, and some of the same standards apply. For example, anything generated at Fairfield that is available on the Internet through the University's network represents the University and not just an individual. Even with disclaimers, it is important to recognize that the University is represented by its students, faculty, and staff, and that appropriate content, language, and behavior is warranted.
  13. Users may not abuse or improperly use computer hardware. This includes, but is not limited to, tampering with equipment and unauthorized removal of equipment or components, attempting to attach unregistered devices such as, but not limited to, network hubs, network switches, and wireless access ports, to any existing office or classroom network port. Failure to comply with any of the above noted conditions may result in:
  • Suspension and/or termination of computer privileges;
  • Disciplinary action according to University policies;
  • Referral to law enforcement authorities for criminal prosecution;
  • Other legal action, including action to recover civil damages and penalties.

Any student found or encountered on campus by Public Safety officers, or any staff or faculty exhibiting drunken tendencies (e.g., slurred speech, loss of balance, etc.) or an altered state of mind may be brought to the Student Health Center or transported to a local hospital for evaluation. The student may be required to remain in the Student Health Center for observation or transported to a local hospital via ambulance. If the student exhibits behavior in violation of the Student Conduct Code, the student's behavior will be documented and subject to disciplinary action. It shall be the policy and procedure of University staff to err on the side of caution when determining if a student should be brought to the Student Health Center or transported to the hospital for evaluation. In addition, students should not hesitate to contact Public Safety or Residence Life staff for assistance with an intoxicated or incapacitated student.

On those occasions when a current student passes away, there often is a desire on the part of family, friends, or others to establish a physical or other memorial in the student's memory. The Fairfield University campus does contain a few physical memorials, and there are scholarship and other funds established through memorial gifts. In order to establish consistent and clear procedures, to honor the deceased in perpetuity, to be mindful of the campus grounds, and to recognize the practices and experiences of the past and at other colleges and universities, the following guidelines concerning memorials are in effect:

  1. A permanent plaque exists in the Egan Chapel of St. Ignatius Loyola to recognize and honor the names of students who pass away while active students. The current plaque contains the names of all active students who passed away since 2000. The nameplates are added to the plaque by the University. There is no cost or expected donation from family, friends, or others.
  2. The option of a Memorial Mass or Mass of Remembrance will be offered to the family of the deceased student at a mutually convenient time for the family and campus community. There is no cost or expected donation from family, friends, or others. The University will endeavor to comply with the family's wishes regarding scheduling and notice of such a Mass.
  3. No physical memorials, apart from the plaque and nameplates in the chapel, are permitted on the campus grounds or in campus buildings.
  4. Families, friends, or others may establish endowed, memorial scholarships, or funds in accordance with guidelines established by the Office of University Advancement. Such scholarships or support provide for a perpetual connection between the individual honored, the University, and the recipient(s) of the aid or support. Those individuals who establish such scholarships or funds are afforded the opportunity to engage with the recipient(s) of the aid or support.

Students age 18 or above, including emancipated minors, will be provided the opportunity during each registration process to designate an individual as an emergency contact to be contacted by Fairfield University in the event the student is officially reported as missing.

If the Department of Public Safety determines that a student has been missing the following will occur: 

  • If the missing student is under the age of 18, Fairfield University will notify the custodial parent or legal guardian;
  • If the missing student is 18 or older, or an emancipated minor, and has identified an emergency contact, Fairfield University will contact the emergency contact identified by the student;
  • If the missing student is 18 or older, or an emancipated minor, and has not identified an emergency contact, Fairfield University will contact the Fairfield Police Department.

The Department of Public Safety will conduct an investigation into the whereabouts of the missing student. In any case where the student cannot be located or additional assistance is deemed necessary, the Department of Public Safety will contact the Fairfield Police Department. The Fairfield Police will typically take charge of the investigation and the Department of Public Safety will continue to assist the police as well as any other outside agencies as appropriate and necessary.

Any concerns or questions regarding a student who is missing or appears to be missing should be referred to the Department of Public Safety.

Two official means of communication exist from the University to full-time undergraduate, graduate, and part-time students:

  • For all students, each student's University-issued email account.
  • For full-time undergraduate students, each student's assigned mailbox, located in the Barone Campus Center. For graduate and part-time students, each student's current mailing address.

Students are expected to check their standard mail and Fairfield email accounts on a daily basis. While students may maintain any number of e-mail accounts with other services, every student is required to maintain an active Fairfield email account and use it for electronic communication related to University business. (E-mail sent from non-University issued accounts may not be read.) This requirement provides reasonable assurance that the sender or recipient of electronic messages matches his or her true identity.

As set forth more fully in this Handbook, the right of access to information in a student's educational, behavioral, or health-related records is governed by state and federal law, as well as institutional policy. In line with the policies set forth elsewhere in this Handbook, the University adheres to the following notification procedures in the following instances:

Grades: Grades are made available electronically and directly to students through their my.Fairfield portal. Grades are not provided to parents or guardians; however, the student can complete a written authorization to release such information through the Office of the Registrar.

Health/Psychological Records: In general, the Student Health Center and Counseling & Psychological Services are prohibited from sharing a student's medical or psychological counseling records, including confirmation of a visit, absent the express consent of the student. Students may sign a form permitting release of information, but this too is restricted to individual incidences of treatment or care.

Fairfield University may notify the parent(s) or legal guardian(s) of a student in connection with an injury or medical condition requiring a medical transport to the hospital, or when deemed necessary to protect the health or the safety of the student and/or other individuals. This notification, including the timing of the notification, is done on a case-by-case basis and strictly at the discretion of the University. The University will always encourage students to contact parents or guardians themselves in the case of medical transports or emergencies.

Fairfield University is a residential and pedestrian campus. Walking and bicycles are the primary means for getting around the campus. It is approximately a 15-minute walk from one end of the campus to the other. The use of vehicles and parking on campus is provided on a priority level based on the following order: faculty and staff, visitors, graduate and part-time students, commuting students, off-campus students, and resident students (with the exception of first-year students and sophomores who are not allowed to have cars on campus). Parking for resident students may be restricted or limited since they live on campus and have less need to travel off campus.

Fairfield University seeks to foster and maintain positive relationships with its neighbors in the surrounding neighborhoods and community. Members of the University community may not park their cars on neighborhood streets adjacent to campus. Violations of this restriction shall result in the following actions by the University: 1. Fines for each violation in amounts to be established by the University, and 2. Implementation of the University disciplinary process for a disciplinary adjudication and the imposition of sanctions as are provided for herein, upon the occurrence of a third violation in any academic year. Anyone with questions regarding this restriction should direct inquiries to the Department of Public Safety.

The use of designated handicap spaces requires a state-issued permit, and the University does not issue handicap permits.

Full-time undergraduate first-year students and sophomores (with the exception of commuting students) cannot register or have vehicles on campus. Academic credits completed determine class year.  Fairfield does not have the ability to accommodate first-year students and sophomores with vehicles. Juniors and seniors are not permitted to register vehicles that belong to underclassmen or family members of underclassmen.   Violations of this policy will be documented and referred for disciplinary action, in addition to any ticket or towing charges assessed to the offender.

Traffic or parking ticket appeals may be submitted through the Department of Public Safety within 10 days of issue.  Tickets must be included with appeal.

Questions or concerns regarding parking fines posted to tuition bills or due before commencement, must be summited in writing via e-mail or standard mail to the parking office, parkinginquiries@fairfield.edu (original tickets must be included).  No inquiries or discrepancies will be heard or considered by phone or in person.  All decisions are final.

More information regarding parking regulations is outlined in the Department of Public Safety's parking and traffic brochure and website.

Fairfield University is not responsible for students' personal property located on University premises. Students are strongly encouraged to have personal property insurance for their belongings. This may be available and covered under applicable homeowners' insurance policies or it is available as separate insurance coverage from many providers. Students and parents should check current policies for coverage and consider additional coverage if necessary.

Fairfield University is located on private property. As such, any professional photographers or videographers, or any non-professional individuals or groups who are not members of the University community may only obtain photos/video on the property of Fairfield University with the permission of the Office of Marketing & Communications.  

Academic-based or University-sponsored and approved photography and videography involving members of the University community is generally allowed, so long as the photographer/videographer has permission of the individual subject(s), or when the photographing/videotaping is of a crowd or audience at an open public event where such photography/videography is not otherwise prohibited or restricted. Nothing in this policy shall be construed to minimize or limit the rights that students have to control the disclosure of directory information, as set forth more fully in the Family Educational Rights and Privacy Act (FERPA) Annual Notice. Fairfield University reserves the right to prohibit or stop any photography/videography that is disruptive, intrusive, or not in compliance with University policy or the law.

Fairfield University is committed to creating and maintaining a community where all individuals enjoy freedom from discrimination, including discrimination on the basis of sex, as mandated by Title IX of the Education  Amendments of 1972 (Title IX). Sex discrimination, which can include discrimination based on pregnancy, marital status, or parental status, is prohibited and illegal in admissions, educational programs and activities, hiring, leave policies, employment policies, and health insurance coverage. Fairfield University hereby establishes a policy and associated procedures for ensuring protection and equal treatment of pregnant students, students with pregnancy-related conditions, and new parents.

Under the Department of Education’s (DOE) Title IX regulations, an institution that receives federal funding  “shall  not  discriminate  against  any  student,  or  exclude  any  student  from  its  education  program  or  activity,  including  any  class  or  extracurricular  activity,  on  the  basis  of  such  student’s pregnancy,  childbirth,  false  pregnancy,  termination  of  pregnancy,  or  recovery  therefrom.”  According to the DOE, appropriate treatment of a pregnant student includes granting the student leave “for so long a period of time as is deemed medically necessary by the student’s physician,” and then effectively reinstating the student to the same status as was held when the leave began. 

As  with  disability  accommodations,  information  about  pregnant  students’  requests  for  accommodations will be shared with faculty and staff only to the extent necessary to provide the reasonable  accommodation.  Faculty  and  staff  will  regard  all  information  associated  with  such  requests  as  private  and  will  not  disclose  this  information  unless  necessary.  Administrative responsibility for these accommodations lies with the Title IX coordinator and the Office of Accessibility. They will maintain all appropriate documentation related to accommodations. 

In  situations  such  as  clinical  rotations,  performances,  labs,  and  group  work,  Fairfield University  will  work  with  the  student  to  devise  an  alternative  path  to  completion,  if  possible.  In progressive curricular and/or cohort-model programs, medically necessary leaves are sufficient cause to permit the student to shift course order, substitute similar courses, or join a subsequent cohort when returning from leave. 

Students are encouraged to work with their faculty members and Fairfield University’s support systems to devise a plan for how to best address the conditions as pregnancy progresses, anticipate the need for leaves, minimize the academic impact of their absence, and get back on track as efficiently and comfortably as possible. The Title IX coordinator will assist with plan development and implementation as needed.

Scope of Policy

This policy applies to all aspects of Fairfield University’s program, including, but not limited to, admissions, educational programs and activities, extracurricular activities, hiring, leave policies, employment policies, and health insurance coverage.

Definitions

  1. Caretaking: caring for and providing for the needs of a child.
  2. Medical Necessity:  a determination made by a health care provider (of the student’s choosing) that a certain course of action is in the patient’s best health interests.
  3. Parenting: the raising of a child by the child’s parents in the reasonably immediate post-partum period.
  4. Pregnancy and Pregnancy-Related Conditions:  include (but are not limited to) pregnancy, childbirth, false pregnancy, termination of pregnancy, conditions arising in connection with pregnancy, and recovery from any of these conditions.
  5. Pregnancy  Discrimination:  includes  treating  an  individual  affected  by pregnancy  or  a pregnancy-related  condition  less  favorably  than  similar  individuals  not  so  affected,  and includes a failure to provide legally mandated leave or accommodations.
  6. Pregnant Student/Birthparent: refers to the student who is or was pregnant. This policy and its pregnancy-related protections apply to all pregnant persons, regardless of gender identity or expression.
  7. Reasonable Accommodations: (for the purposes of this policy) changes in the academic environment or typical operations that enables pregnant students or students with pregnancy-related conditions to continue to pursue their studies and enjoy the equal benefits of Fairfield University.
Reasonable Accommodation of Students Affected By Pregnancy, Childbirth, or Related Conditions 
  1. Fairfield University and its faculty, staff, and other employees will not require students to limit their studies as the result of pregnancy or pregnancyrelated conditions.
  2. The benefits and services provided to students affected by pregnancy will be no less than those provided to students with temporary medical conditions.
  3. Students with pregnancy-related disabilities, like any student with a short-term or temporary disability, are entitled to reasonable accommodations so that they will not be disadvantaged in their courses of study or research, and may seek assistance from the Office of Title IX and Equity Compliance and the Office of Accessibility.
  4. No artificial deadlines or time limitations will be imposed on requests for accommodations, but Fairfield University is limited in its ability to impact or implement accommodations retroactively.
  5. Reasonable accommodations may include, but are not limited to:
  • Providing accommodations requested by a pregnant student to protect the  health and safety of the student and/or the pregnancy (such as allowing the  student to maintain a safe distance from hazardous substances);
  • Making modifications to the physical environment (such as accessible seating);
  • Providing mobility support;
  • Extending  deadlines and/or allowing the student to make  up tests  or assignments missed for pregnancyrelated absences;
  • Offering remote learning options;
  • Excusing medically necessary absences (this must be granted, irrespective of classroom attendance requirements set by a faculty member, department, or division);
  • Granting leave per Fairfield University’s medical and/or voluntary withdrawal policies or implementing incomplete grades for classes that will be resumed at a future date; or
  • Allowing breastfeeding students reasonable time and space to pump breast milk in a location that is private, clean, and reasonable accessible.  Bathroom stalls do not satisfy this requirement.

Nothing in this policy requires modification to the essential elements of any academic program. 

Pregnant students cannot be channeled into an alternative program or school against their wishes.

Leave of Absence

  1. As long as students can maintain appropriate academic progress, faculty, staff, 

or other Fairfield employees will not require them to take a leave of absence, or withdraw from or limit their studies as the result of pregnancy, childbirth, or related conditions, but nothing in this policy requires modification of the essential elements of any academic program.

  1. Enrolled students may elect to take a leave of absence because of pregnancy and/or the birth, adoption, or placement of a child. Refer to the Medical Withdrawal from the University and Voluntary Withdrawal from the University policies in the Undergraduate Academic Catalog and the Graduate Academic Catalog.
  2. To the extent possible, Fairfield University will take reasonable steps to ensure that upon return from leave, students will be reinstated to their program in the same status as when the leave began, with no tuition penalty.
  3. Continuation of students’ scholarship, fellowship, or similar University-sponsored funding during the leave term will depend on the students’ registration status and the policies of the funding program regarding registration status. Students will not be negatively impacted by or forfeit their future eligibility for their scholarship, fellowship, or similar University-supported funding by exercising their rights under this policy.
  4. The Title IX office can and will advocate for students with respect to financial aid agencies and external scholarship providers in the event that a leave of absence places eligibility into question.

 

Student Employee Leave

  1. All student-employees will be entitled to the protections of the Family and Medical Leave Act, regardless of whether they are also students or hold post-doctoral status.

Retaliation and Harassment

  1. Harassment of any member of the University community based on sex, gender identity, gender expression, pregnancy, or parental status is prohibited.
  2. Faculty, staff, and other University employees are prohibited from interfering with students’ right to take leave, seek reasonable accommodation, or otherwise exercise their rights under this policy.
  3. Faculty, staff, and other University employees are prohibited from retaliating against students for exercising the rights articulated by this policy, including imposing or threatening to impose negative educational outcomes because students request leave or accommodation, file a complaint, or otherwise exercise their rights under this policy.

Housing-Related Accommodations

Pregnant students’ on-campus housing status will not be altered based on pregnancy status unless requested by the pregnant students. Parenting students’ access to housing is governed by the Residential Guidelines.

Reporting

The Title IX coordinator is responsible for overseeing complaints of discrimination involving pregnant and parenting students. Any member of the Fairfield University Community may report a violation of this policy to the Title IX coordinator. All responsible employees must promptly report any violations of this policy of which they become aware to the Title IX coordinator.

The Title IX coordinator for Fairfield University is:

Megan D. Monahan, J.D.
Director, Title IX & equity compliance
1073 North Benson Road
Fairfield, CT 06824-5195
203-254-4357
mmonahan@fairfield.edu

Complaints may also be filed with the U.S. Department of Education’s Office for Civil Rights (OCR) at:

Office for Civil Rights, Boston Office
U.S. Department of Education
8
th Floor
5 Post Office Square
Boston, MA 02109-3921
Telephone: (617) 289-0111
Facsimile: (617) 289-0150
Email: OCR.Boston@ed.gov
Web: www.ed.gov/ocr

Deaths

Students who experience a death in their immediate family are asked to notify the Office of the Dean of Students. The office, in turn, will notify the academic dean's office, Campus Ministry, or others, as appropriate. If possible, a representative from the University may attend the visiting hours or funeral, and students have the option of sharing funeral arrangements with faculty and staff through a broadcast e-mail message. In all cases, an expression of sympathy will be sent to the student and his or her family.

Emergencies

Students who experience a personal or family emergency are asked to notify the Office of the Dean of Students, the Office of Residence Life, or another staff or faculty member (including resident assistants), especially if the emergency requires the student to leave campus or not attend classes for a short period of time (e.g., two days or more). While the primary reason for this is to provide any support possible to the affected student, a secondary reason is for the student's well being and safety. For example, a student who is not on campus can then be accounted for during an emergency.

Illnesses

Students who are sick or must undergo a medical procedure or testing should notify the Student Health Center. If necessary, the Student Health Center will coordinate with the primary care physician or specialist any follow-up treatment. If follow-up is not necessary, the student's medical records with the Student Health Center should be updated to reflect the illness or medical issue being addressed so that the medical history is accurate and proper care may be provided in the future.

Leaving Campus

Whenever a student will be off campus for 24 hours or more, regardless of the reason, he or she should notify at least one other student or the RA.

Notifying Professors/Instructors

As the central office for non-academic matters involving students, the Office of the Dean of Students will notify the student's academic dean's office, Campus Ministry, Student Health Center, or Counseling & Psychological Services, as appropriate, of situations involving deaths, family or personal emergencies, or illnesses. However, in all situations, students themselves are responsible for notifying their professors if they will miss class. The only exception would be if the situation is so extraordinary as to make it impossible for the student to do this. Contact information for professors is provided on all course syllabi, as well as online. Professors are responsible for their classes, and students must make the necessary arrangements for missed class time and assignments directly with their professors.

Excused Absences

The Office of the Dean of Students, the Student Health Center, and Counseling & Psychological Services cannot provide notes excusing students from class and students should not ask for them. If a student has permitted it, a professor who calls to confirm information about the student's situation will be informed as such.

Policies for Students with Disabilities and Temporary Impairments

Fairfield University is committed to providing students with disabilities an equal opportunity to access the benefits, rights and privileges of its services, programs and activities in an accessible setting. In compliance with Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973, the Office of Accessibility works closely with students, administrators, and faculty to develop and implement individualized accommodations tailored to students' needs to reduce the impact of their disabilities on academic functioning or upon other major life activities.

The Office of Accessibility is responsible for evaluating whether a student with a disability is eligible for a reasonable accommodation to Fairfield University’s rules, policies, practices, services or programs when such accommodation may be necessary to afford such student with an equal opportunity to access such services, programs or activities. Requests for accommodations or modifications to any policy are reviewed on an individualized, case-by-case basis by the Office of Accessibility.

In keeping with our Jesuit mission, Fairfield University also recognizes the need for accommodations when a student is suffering from a temporary impairment and such impairment is impeding academics or access to campus life. The Office of Accessibility will work with the student with a temporary impairment to provide accommodations should the student’s temporary impairment impact academics or other major life activities.

Students with disabilities or temporary impairments requesting academic, housing or other campus life accommodations or modifications to University policies on the basis of a disability must complete the interactive accommodation request process with the Office of Accessibility.

In order to request accommodation through the Office of Accessibility, a student must first create an accessibility profile and upload supporting documentation through the Accessibility & Accommodations task portal on my.fairfield. Such documentation should follow the Office of Accessibility’s Documentation Guidelines posted on the Office of Accessibility’s website. Should a student need assistance with creating their online Accessibility profile and uploading their documentation, please contact the Office of Accessibility at ooa@fairfield.edu or call ext 2615.

The accommodation request process is an interactive process between the student and the Office of Accessibility.  Once the student has initiated the online process, the student will meet with an Office of Accessibility staff person complete the intake process and discuss what accommodations the student is eligible for at Fairfield University. Students with a disability approved for academic accommodations will be able to access their faculty notification letter of their accommodations through their Accessibility portal on my.fairfield.  Once approved for accommodation, each semester, students will send their professors their accommodation letter for their courses through their Accessibility task portal. Students with temporary impairments approved for academic accommodations will also provide their faculty notification letter of accommodations through their Accessibility portal.

Students with disabilities or temporary impairments requesting exceptions to the housing and/or other campus policies or requesting housing or other campus accommodations due to their disabilities must register with the Office of Accessibility and complete the interactive intake process. In addition to registering with the Office of Accessibility, students with disabilities or temporary impairments requesting housing accommodations on the basis of their disability or temporary impairment in order to achieve equal access to campus living must also complete the Housing Policy Exception Form located online on Residence life’s website. Any student with disabilities or temporary impairment who needs help completing this form can contact the Office of Accessibility for assistance at ooa@fairfield.edu or ext. 2615. Please note that any housing or campus life accommodations or exceptions to University policies is limited to the time period necessary to address the immediate need of the student and does not exceed a single school year. Students with disabilities or temporary impairments need to fill out the Housing Exception Form every school year that they are requesting a housing accommodation or exception. In addition, students with disabilities or temporary impairments requesting campus life accommodations also need to request such accommodations or exceptions each school year.

In determining whether a student with a disability or temporary impairment is eligible for a housing or other campus life accommodation or is eligible for an exception to housing or other campus policy on the basis of their disability or temporary impairment, the Office of Accessibility will meet with the student to discuss the student’s request and documentation. The Office of Accessibility may also consult, as necessary, with other campus partners, including but not limited to, Residence Life, the Student Health Center, Counseling & Psychological Services, Public Safety and Dining Services to help determine whether an accommodation or exception to a housing or other University policy is reasonable or whether other reasonable accommodations are available and can be made.

Any student with a disability who is denied an academic, housing, and/or other campus

life accommodation that they have requested on the basis of their disability, may appeal

the decision through the grievance procedure discussed below. In addition, any student

with a disability who feels they have been discriminated against on the basis of their disability should contact in writing the Office of Accessibility immediately at ooa@fairfield.edu and follow the grievance procedure below.

Grievances must be filed within 30 days of the event or action giving rise to the

student’s complaint(s).

  1. Informal Grievance Procedure:

A University student shall first attempt to resolve their complaint informally by

meeting with the Director of Accessibility. To set up a meeting with the Director of Accessibility, the student should contact the office in writing at ooa@fairfield.edu regarding their concerns and request a meeting with the Director of Accessibility. If the grievance is not resolved informally, the student can file a formal grievance with the University’s ADA/Section 504 Coordinator by following the procedure outlined below. 

B. Formal Grievance Procedure:

1. An otherwise qualified student with a disability, as defined by the ADA and the

Rehabilitation Act, shall have the right to request that the ADA/Section 504 Coordinator to review the denial of any requested accommodation or service by fully complying with the procedures detailed below. This provision shall also apply to a student requesting an accommodation who believes they have been wrongly denied certification of a disability by the University or any student who feels that they have been discriminated against on the basis of their disability.

2. The Student shall fully complete an Accommodation/Service Review Request

Form (“Review Request form”) and submit it to the University’s ADA/Section 504 Coordinator within 30 days following the date of the denial of the requested accommodation or service or after the incident in which the student felt discriminated against on the basis of their disability. A student may obtain a copy from the Office of Accessibility located in the Academic Commons of the DiMenna–Nyselius Library or email ooa@fairfield.edu for a copy of the form. The student’s completed Review Request form must clearly state: (a) The basis and rationale for the review; (b) The specific facts and/or policies supporting the student’s position; (c) The

remedy and resolution desired by the student; and (d) All other information

required on the form. The Office of Accessibility is available to help any student who may need assistance with completing the Review Request form.  If assistance is needed for completing the form, please contact ooa@fairfield.edu or call ext 2615.

3. The ADA/Section 504 Coordinator shall assess the Review Request form and review all information necessary to render a written determination. If requested, the student shall supply any additional information and/or documents as requested by the ADA/Section 504 Coordinator. After a thorough investigation, the ADA/Section 504 Coordinator will issue a written Letter of Determination on the student’s Review Request within 30 days after receiving the student’s completed Review Request form or will provide the student with notice as to any need for additional time to complete the Letter, which shall not be unduly delayed. Further, the ADA/Section 504 Coordinator shall provide the student with a copy of the Letter of Determination and take any steps necessary to implement their decision, including, but not limited to, providing a copy of the Letter of Determination to appropriate University officials. The ADA/Section 504 Coordinator’s Letter of Determination shall constitute the final decision in response to the student’s grievance. All files relating to grievances will be kept for seven years.

For purposes of calculating all time periods set forth in this Grievance Procedure, official University holidays and breaks set forth in the University’s academic calendar (such as Thanksgiving break, Christmas break, and spring break) or dates the University officially closes (such as for inclement weather) shall be excluded in determining the time period for taking any required action. Moreover, the day of the act or event from which the designated period of time begins to run shall not be included. The last day of any time period provided in the Grievance Procedure shall be included, unless it is a Saturday or Sunday, and in such an event, the next business day shall be counted in the time period.

A student filing a grievance shall have the right to review all records maintained in the grievance file, or relied upon by any decision-maker, unless any such review is prohibited by federal or state law. Upon a student’s request, the University shall establish a mutually acceptable time and location for the student to review the requested records.

Retaliation against any person who files a bona fide complaint of discrimination, participates in an investigation, or opposes a discriminatory employment or education practice or policy is prohibited by University policy and federal and state law.

A student exercising their right to invoke this Grievance Procedure is free to consult with others but is expected to represent themself directly in the grievance process.

Although students are encouraged to attempt to resolve complaints pertaining to disabilities by utilizing this Grievance Procedure, they have the right to file a complaint directly with the U.S. Department of Education, Office for Civil Rights (OCR).  Information regarding applicable timelines and procedures is available from OCR at the following link: OCR's Official Website.

Fairfield University has designated Megan Monahan as ADA/Section 504 Coordinator. Contact Information: Megan Monahan, mmonahan@fairfield.edu, 203-254-4357.

Fairfield University is committed to providing reasonable accommodations when such accommodations may be necessary to afford people with disabilities an equal opportunity to use and enjoy University housing.  A reasonable accommodation request may include a change or exception to a rule or policy, or it may be a physical change to a unit or common area that is needed because of a disability.  Such requests for accommodations are reviewed on an individualized and case-by-case basis. 

The Office of Accessibility (“Accessibility”) is responsible for evaluating whether a student with a disability is eligible for a reasonable accommodation in University housing.  In reviewing a student’s specific request, Accessibility will consult with the Office of Residence Life, the Health Center, and Counseling and Psychological Services as necessary to determine whether the requested accommodation is necessary and reasonable.  Students who reside or intend to reside in University housing and who believe they need a reasonable accommodation must contact Accessibility.   

Employees who reside on campus and who are requesting reasonable accommodations related to University housing must contact Human Resources. 

For housing-related reasonable accommodation requests involving Assistance Animals (including emotional support animals), please refer to the Procedures for Requesting Assistance Animals in University Housing contained in the University’s Animals on Campus Policy for additional information.  

Student requests for reasonable accommodation related to the University’s housing policies and practices, including requests involving Service and Assistance Animals, are governed by the following procedures: 

1. Prior to requesting a housing accommodation, students must be eligible for on-campus housing by completing any applications required by Residence Life (e.g., Online Housing Application) as well as complying with all Residence Life deadlines (e.g., housing application deadline, room reservation fee deadline, etc.). Students are advised to visit the Residence Life website for specific information regarding eligibility and deadlines for housing.  

2. Students requesting a housing accommodation on the basis of a disability must register with Accessibility. In order to request an accommodation through Accessibility, a student must first create an accessibility profile and upload supporting documentation through the Accessibility & Accommodations task portal on my.fairfield. Such documentation should follow Accessibility’s Documentation Guidelines posted on Accessibility’s website and should establish the need for an accommodation or an exception to a housing policy. Should a student need assistance with creating their online Accessibility profile and uploading their documentation, please contact Accessibility at ooa@fairfield.edu. Please note that documentation solely from a paid “Emotional Support Animal” verification service will be insufficient. In addition to registering with Accessibility, the student must complete the Housing Policy Exception Request form located on the Residence Life website   

3. Any student making a request for a housing accommodation should complete the intake process with Accessibility and complete the Housing Policy Exception Request form as soon as practicably possible before moving into the University Housing.  If the request for an accommodation is made fewer than 60 days before the individual intends to move into University housing, the University cannot guarantee that it will be able to meet the individual’s accommodation needs during the first semester or term of occupancy, but will work with the student to discuss alternative options.  

4. If the need for housing accommodations arises when an individual already resides in University housing, the student should contact Accessibility and complete the intake process if the student is not already registered with the office, then complete the Housing Policy Exception Request form as soon as practicably possible.  The University cannot guarantee that it will be able to meet the individual’s accommodation needs during the semester or term in which the request is received, but will work with the student to discuss alternative options. 

5. After the student has initiated the online process for requesting the housing accommodation with Accessibility and completed the Housing Policy Exception Form, the student will meet with an Accessibility staff person to discuss the student’s request for accommodations.  Accessibility will also consult with the Office of Residence Life (“Residence Life”) to discuss the student’s request.

6. Accessibility will notify Residence Life regarding students who are approved for accommodations. Assignments and arrangements for accommodations will be made directly by Residence Life based on the approved accommodations. While consideration will be given to area preference, assignments will be based on the approved accommodation(s) and availability.

7. Students who are denied a requested housing accommodation under this policy may appeal the decision by contacting Megan Monahan, ADA/Section 504 Coordinator, in writing and by following Fairfield’s ADA grievance policy. Students can contact Accessibility at ooa@fairfield.edu for more information regarding the grievance procedure.

Fairfield University will not retaliate against any person because that individual has requested or received a reasonable accommodation in University housing, including a request for a Service or Assistance Animal. Reports of retaliation may be made to the ADA/Section 504 Compliance Officer. 

 StagCard Cardholder Agreements

The StagCard is intended to be used the entire time an individual is associated with Fairfield University. It is not necessary to obtain a new card each semester or academic year. In order to receive a new StagCard, an individual must present a valid form of government-issued photo identification (driver's license, passport, or other government issued ID) at the time of application. The StagCard must be carried at all times while on campus and must be presented to University officials upon request. The card is the property of Fairfield University and is non-transferable. It must be presented to make a purchase or transaction and shall be the only means of accessing the cardholder's accounts.

Lost or stolen StagCards must be reported immediately to safeguard the access and account privileges contained therein. Report lost or stolen cards to the StagCard Office during business hours; outside of regular business hours, lost or stolen cards can be reported to the University's Department of Public Safety or to www.stagcardonline.com 24 hours a day, 7 days a week.

Once a card is reported lost or stolen, it is deactivated and can no longer be used. Once a new StagCard has been issued, the old StagCard will be invalid, and, if found, cannot be reactivated.  There is a $25 replacement fee for lost cards. If a card is stolen, the individual must provide official documentation of the theft (police report or Public Safety report) to receive a replacement card at no cost.

If a StagCard is lost or stolen, the cardholder is liable for all transactions until the card is reported lost or stolen to the StagCard Office (during normal business hours), Public Safety (24 hours a day), or the online card office at www.stagcardonline.com (24 hours a day). Once reported as lost or stolen, the card will be deactivated. To reactivate a card that is found, the cardholder must request reactivation in person at the StagCard Office. Only the StagCard Office can reactivate a card, and an individual can hold only one valid StagCard at any one time.

The University will disclose information to third parties only when required to comply with subpoenas, court orders, or other applicable legal agreements or if the account holder gives permission through a written request.

The cardholder can request a receipt at the time of purchase if the point-of-sale terminal is equipped to provide a receipt. Some locations are not capable of providing receipts. The remaining balance in the StagBucks account should be displayed at every point-of-sale terminal each time an account is accessed. The StagCard Office can always provide a balance, and balances for the last seven days of activity are also available through the online card office at stagcardonline.com.

Under normal conditions, the cardholder will not be able to overdraw an account. If, under certain unusual circumstances an insufficient funds condition occurs, it is the responsibility of the cardholder to provide restitution. If the condition is not cleared, the insufficient funds amount will remain negative, and the account will be rendered unusable and/or the University may seek recovery from the cardholder.

The University will refund the cardholder's remaining StagBucks balance upon graduation or withdrawal/resignation from Fairfield University. Refunds will be generated automatically after the individual is officially separated from the University. All refunds will be issued less a $25 processing fee.

No interest or other earnings will be paid to the cardholder or credited by Fairfield University for funds held in StagBucks accounts. Funds are deposited at the cardholder's discretion. There is a $25 fee for returned checks. Once the account is activated by making a deposit, any balance on the account will carry over semester to semester, or year to year, as long as the individual remains enrolled at or employed by Fairfield University. No refunds will be made prior to graduation or withdrawal/resignation. StagBucks are different from "dining dollars" and funds cannot be transferred between these two accounts.

Students who select a meal plan with associated Dining Dollars have the pre-determined amount of Dining Dollars on a semester basis only. Therefore, any balance in the Dining Dollars account does not transfer or carry over from semester to semester, or year to year.

As soon as a cardholder believes that there is a discrepancy or would like information about a discrepancy, the cardholder should contact the StagCard Office immediately. The communication must include: (1) the cardholder's name and Fairfield ID number, (2) a description of the transaction in question and the discrepancy, and (3) the dollar amount of the transaction. The StagCard Office will inform the cardholder of the disposition of the matter within 10 business days after notification from the cardholder and will correct any error promptly. If the StagCard Office determines that there was no error, the cardholder will receive a written or verbal explanation for the determination. The cardholder may request copies of documentation used in the review.

The University reserves the right to charge a monthly service fee for a StagBucks account which has been inactive for a period of at least 12 months. Accounts inactive for 12 months or more may be closed and the account balance will become the property of Fairfield University.

The University reserves the right to establish daily limits on privileges to minimize misuse of funds on a lost or stolen card.

The University may change any term or part of this policy by sending a written or electronic notice to the cardholder at least 30 days before the change is to become effective. The use of the StagCard on or after the effective date of change means that the participant accepts and agrees to the change. The University may apply any such change to the outstanding balance of the StagBucks account on the effective date of the change of terms and to new charges after that date. The cardholder's use of their StagCard indicates acceptance of the terms of this cardholder agreement.

Over time, the cards can become worn, damaged, or unreadable. Cards damaged due to normal or reasonable wear and tear will be replaced at no cost to the cardholder. The StagCard Office reserves the right to assess the $25 replacement fee for replacement of a card damaged due to neglect, misuse, or improper care, at the office's determination and discretion.

Fairfield University is committed to the ongoing assessment and improvement of the services and resources it provides to both its undergraduate and graduate students. In order to meet this ongoing commitment, the Office of Institutional Research routinely gathers information from students covering a wide range of topics involving student life both within and outside the classroom. This information is collected by various methods including, but not limited to, surveys, interviews, and focus groups. Where applicable, research is done in coordination with Fairfield University's Institutional Review Board. On occasion, students may be required to participate in a survey process as a condition of their enrollment, but students will be under no obligation to answer any specific question that they do not want to answer. The results are used for research purposes only, and the responses of individuals are always strictly confidential. The information and feedback provided by students about their Fairfield experience are vital to the process that allows the University to modify and improve its services and offerings.

The Department of Public Safety is charged to ensure the safety of the campus, minimize crime or other behavioral problems, and maintain an appropriate academic and residential environment. In doing so, Public Safety provides a wide array of services that go beyond the traditional or minimal roles of a security force. Public Safety is authorized to monitor, prevent, investigate, and report any violations of state or federal law and/or University regulations or community standards on campus.

Fairfield's campus is patrolled regularly by uniformed officers. In addition, the campus is monitored by a closed-circuit television/camera system. Cameras are located outside and inside many campus facilities, including residence halls and academic buildings. If necessary, the Director of Public Safety and Vice President for Student Life may authorize the use of plain-clothes officers for crime prevention or investigation. Such cases must be serious and warrant such action.

Use of Campus Facilities

The Office of Conference & Event Management is the designated central clearinghouse for registering all campus events, and all events on campus must be registered with and approved by this office.

Conditions for Usage

  • Sponsors of social events or activities involving students must be approved by the Office of Conference & Event Management.
  • All arrangements for food or catering services must be made through the University's food service vendor, Sodexo or one of the approved StagCard vendors pending approval by the Office of Conference & Event Management.
  • The maintenance, custodial, and media services for events will be provided by Facilities Management and the Media Center and the cost assumed by the sponsoring organization or individual.
  • Proper security (police, fire, emergency medical) must be provided and the cost assumed by the sponsoring organization or individual. Public Safety officers will determine if local police will be needed.
  • The sponsoring organization or individual is legally responsible for any use or service of alcoholic beverages subject to appropriate licenses and in accordance with the laws of the state of Connecticut. Purchase of said liquor is the responsibility of the sponsoring organization.
  • The organization sponsoring an activity is financially responsible for the return of all items to their proper locations and in the condition they were received, and the return of a facility to its original condition. All damages incurred during an event will be the responsibility of the event sponsor.

Fairfield University maintains a number of directories and address lists to facilitate personal contact between students, faculty, staff, alumni, and volunteers. No part of these directories or address lists may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, photocopying, or otherwise, without the prior written permission of Fairfield University. Any use of the addresses or other information (including, but not limited to, the preparation of envelopes, mailing labels, or email distributions) for any multiple mailing without the express written consent of Fairfield University is prohibited.

In accordance with the federal Higher Education Opportunity Act, Fairfield University provides students with the opportunity to register to vote. By virtue of being a student living at and attending a Connecticut college, students are entitled to become registered voters in the town of Fairfield (or town of residence) and the state of Connecticut. Students from other states who wish to vote in a state other than Connecticut should use a federal form or one supplied by the state in which they wish to register. Both the state and federal forms can be obtained via the Internet. Procedural information and links to the appropriate state agencies can be found on the University website.

Questions regarding voter registration, census, and elections may also be directed to the Registrar of Voters for the town of Fairfield at 203-256-3115 or online at www.fairfieldct.org.  Students wishing to obtain an absentee ballot request form may contact the Office of Student Engagement to have one placed in their mailbox.  Students may also visit Fairfield.edu/vote to obtain more information regarding voting eligibility and information about elections.

Residential Guidelines

This section applies primarily to undergraduate students living on campus.

Fairfield University is a residential campus with housing guaranteed to full-time matriculated undergraduates for four years. Fairfield's student residences consist of six traditional residence halls, four suite-style buildings, a 15-block townhouse complex, a 2-Block Barnyard Manor and three apartment complexes. Fairfield provides limited housing to part-time students and graduate students.

The residential experience is designed to facilitate the intellectual and moral development of students. The residential community attempts to provide students with learning opportunities that focus on self-awareness, interpersonal relations, and cross-cultural understanding.

All resident students are expected to be active members of the community and support the development of a sense of community and responsibility to roommates, suitemates, housemates, floor members, and the entire community. Behavior that runs counter to this sense of community has no place at Fairfield University. Students who knowingly allow other students to disrupt, interfere with, or hinder this sense of community are not serving themselves or other students well. Students are encouraged and expected to take pride in their residence and monitor and care for it accordingly.

Contained in this section of the Student Handbook are guidelines specific to the residential component of a Fairfield education. The primary authority and responsibility for establishing and upholding residential guidelines lies with the Office of Residence Life. Whenever possible, violations of residential guidelines will be handled by residence life staff with individual students. If problematic behavior continues, the matter may be referred to the Office of the Dean of Students for formal disciplinary action.

The student residences at Fairfield are staffed by resident assistants (RAs), full-time undergraduate students who are selected and employed for their maturity, responsibility, leadership skills, and ability to exercise good judgment. RAs are supervised by area coordinators who are full-time employees of Fairfield and hold a master degree in education, counseling, or a related field. Area coordinators, graduate resident coordinators, and RAs are responsible for the day-to-day operation of their particular student residence. They are available to listen to concerns, answer questions, report maintenance problems, organize activities, and promote community life. Many of the residence communities have Jesuits in residence. While not responsible for the operation of the hall, Jesuits living in-residence offer personal guidance and support to the students within their residential community. RAs, graduate resident coordinators, and area coordinators are "on-duty" on a rotating basis seven days a week and a schedule – including names, room locations, and phone numbers, is posted in each residence hall.

All full-time matriculated undergraduate students who do not meet the criteria of a commuter student or who do not live with their spouse are required to live in one of the University's student residences. Full-time undergraduates admitted to the University as resident students are required to live in the University's student residences for all of the four, traditional undergraduate years. No undergraduate student can be less than full-time (e.g., taking less than 12 credit hours) and remain in housing. Only Accessibility can make exceptions to this policy. The Office of Residence Life does not provide family housing.

Housing Assignment and Selection

  • Full-time undergraduate students select housing on campus through a lottery process with preference given to seniors, followed by juniors, sophomores, and first-year students. Seniors may live in townhouses, apartments, or residence halls based upon availability. Juniors may live in townhouses and apartments, or in some instances residence halls, based upon availability after seniors have chosen. Sophomores and first-year students are required to live in traditional residence halls. Depending upon class year, students' choice of residence halls may be limited.
  • There are other specialized housing options available to students. Located throughout the traditional residence halls, townhouses, and apartments are living and learning communities. The Office of Residence Life has collaborated with academic partners and other departments to create a unique experience through programs that support the interests of these communities. Students across all four years have the opportunity to participate in these communities through an application process.
  • Seniors, in accordance with the housing lottery and selection process, may request an exception to or release from their University residency requirement in order to live off-campus. Approval of such requests is at the sole discretion of the University. Agreeing to or signing a lease to live off-campus does not cancel a student's residency obligation to the University. If a student is granted an exception to or release from their four-year residency obligation, the University no longer has an obligation to provide housing for that student in the future. All students released to off-campus will be required to attend additional informational sessions or meetings before or during the academic year. The University requires students to provide updated directory information no later than two weeks from the first day of classes. While student consent is never required to release directory information, please be aware that the University (in its absolute discretion) may specifically provide directory information to appropriate third parties in matters involving student safety or security, or for potential violations of local, state or federal law. For additional information on directory information, please refer to the University Registrar webpage.
  • Students who cancel their Residence Life agreement are no longer required nor is the University responsible for honoring the undergraduate student residency requirement. Students cancel their Residence Life agreement when they graduate, withdraw from the University, are granted commuter status or are released by the University from the agreement for other reasons. Requests for other reasons must be made in writing to the Office of Residence Life. Students who have cancelled their agreement due to a withdrawal from the University will, upon their return, return to their housing status they had prior to withdrawing from the University and must adhere to student residency requirements and the Residence Life agreements currently in place.  Students who participate in an approved educational program away from the campus are released from the housing requirement only for the time they are away.
  • The University reserves the right to restrict students from participating in housing lotteries on the basis of prior or current disciplinary sanctions or if the student's presence in a particular student residence may be disruptive to the community.  In such instances, the student will be assigned housing by the University or restricted from University housing altogether.

Changing from Commuter Status to Resident Status

  • Students who are admitted as commuter students are expected to remain in that status throughout their undergraduate enrollment at the University. Commuter students may request a change to resident status by demonstrating substantial or extraordinary need. Such requests must be submitted in writing to the Office of Residence Life.
  • If a commuter student becomes a resident student, he or she assumes the same residency obligations as other students.

Changing from Resident Status to Commuter Status

Commuter students must live at the primary home of parents, guardians, or a spouse within approximately a 35-mile driving radius from campus. Students who wish to change to commuter status must demonstrate substantial or extraordinary need. If a resident student becomes a commuter student, the University no longer has an obligation to provide housing for that student in the future.

Graduate Students

Graduate students are not guaranteed housing on campus. Any request for housing will be considered after all undergraduates are placed.

Part-Time Students

While campus housing is traditionally reserved for full-time students, part-time students may seek permission from the Office of Residence Life. Residential part-time students must take a minimum of six University credits and be in good standing with the Office of the Dean of Students. They are expected to follow all residential guidelines outlined in the Student Handbook.

Students who wish to request special housing accommodations due to a disability should contact the Office of Accessibility with the specific request. Additional information regarding the special accommodations generally can be found in the "Policies and Procedures" section of this Handbook.

  • Documentation of a disability or medical condition will be required in order to establish the need for an accommodation. Documentation consists of an evaluation by an appropriate professional that relates the current impact of the condition to the request.
  • Students seeking a housing accommodation based on a disability, or requesting some service based on a medical or psychological condition, should complete the Request for a Housing Policy Exemption form online. 
  • Students are encouraged to contact the Office of Accessibility with any questions or visit the website for more information: https://www.fairfield.edu/undergraduate/academics/resources/academic-commons/accessibility/. The final evaluation of the request rests with the University.
  • Reasonable accommodations depend upon the nature and degree of severity of the documented disability. While federal law requires that priority consideration be given to the specific methods requested by the student, it does not imply that a particular accommodation must be granted if it is deemed not reasonable and other suitable techniques are available. Furthermore, single rooms in particular are reserved for individuals who document substantial needs and for whom living with a roommate is not viable.

The Office of Residence Life consists of full-time professional central office staff, support staff, full-time professional area coordinators, graduate resident coordinators, and student residence life paraprofessionals (RAs). In addition, Resident Jesuits live in some of our communities.

  • Resident students' primary resources are the RAs, graduate resident coordinators and area coordinators. Area coordinators and graduate resident coordinators supervise and manage their respective areas or halls on a day-to-day basis. Concerns about housing, roommate issues, or community life in the student residences should be directed to these individuals. Central office staff members serve primarily as a resource to the area coordinators, RAs, and Resident Jesuits.
  • RAs maintain "on-duty" hours throughout the evening and night for their respective halls, and a schedule of these hours is posted in numerous locations throughout the halls.
  • Townhouse/apartment staff maintains similar "on-duty" hours. Area coordinators share "on-duty" responsibilities for the campus and are the primary administrators in charge outside of normal business hours. When necessary, central office staff or other University officials will be contacted to respond to emergencies or other serious situations that require immediate attention.

Absence from Student Residences

Students are expected to monitor all activity in their residence. If a violation of University policies occurs in a student residence, the occupants of that room or unit may be held accountable and subject to disciplinary action for the violation, even if they were not present at the time of the violation.

Alterations to Student Residences

Students may not paint their rooms or units or make permanent alterations to furnishings. In addition, window treatments may not be removed, and students may not construct lofts, counters/bars, or other types of furnishings. Any markings left on walls, ceilings, or doors as a result of postings will be recorded as damage and billed to the student. See also the policy pertaining to Windows/Doors.

Bicycles and Sports Equipment

Limited storage is available for bicycles in residence halls. For reasons of safety, bicycles may not be kept in the corridors, stairwells, doorways, lounges, or bathrooms. Bicycles found in these areas will be removed. Likewise, sports equipment (including shoes) may not be left in corridors. No ball playing, throwing of objects, or other rough play is permitted in the student residences.

Candles

Candles or incense, even for decorative purposes, are prohibited in the student residences (residence halls, townhouses, and apartments). Candles or incense found in student rooms will be confiscated and may not be returned.

Cell Phones and Emergency Phones

Students should register their cell phone number via my.Fairfield.edu. If there is an emergency and students cannot use their cell phone, each floor in the residence halls has an emergency phone connected directly to the Public Safety department.

Christmas and Holiday Decorations

Natural Christmas trees are not permitted in any student residence (including townhouses and apartments). Light strands are permitted, but cannot be in doorways and must have mini-lights, not larger bulbs. No decorations or other room furnishings may be attached to or suspended from light fixtures, the ceiling, or fire safety equipment.

Computer Network Connections

All student residences are equipped with connections to the campus network. In order to access and connect personal computers to the network, users must agree to and abide by acceptable computing standards and utilize appropriate antivirus and other software as set forth by the Office of Information Technology Services.

Consolidation

The University reserves the right to assign students to vacant spaces without prior notification. The University reserves the right to reassign students in order to consolidate vacant spaces.

Students are strongly encouraged to communicate with their RA, Graduate Resident Coordinator or Area Coordinator with regard to open spaces in their room, apartment or Townhouse. Students should be open and welcoming to students looking to change their housing assignments and cannot deny a roommate on the basis of a desire to remain the sole occupant. The only reasons to decline a roommate request would be because of a previous documented conflict with the potential roommate or a conflict of life-style preference (i.e. sleeping habits, neatness, and smoking).

Damages

All types of damage caused to any student residence or its furnishings are the responsibility of the students assigned to that residence, and repair costs will be billed accordingly. Damage that occurs in common areas of student residences (e.g., hallways, common bathrooms, backyards, etc.) will be divided and shared among all residents of that particular residence hall, floor, or block.

Resident students are expected to help reduce common area damages by reporting those responsible for the damage to the Office of Residence Life or the Department of Public Safety. Students with excessively high damage fees will be subject to the University disciplinary process, and/or reassigned to a different student residence at the discretion of the Office of Residence Life.

The University will collect and expect payment from students for damage done to University property within 30 days of repair. Students are not permitted to attempt to fix the damage themselves or contract with an outside vendor for repairs. Charges related to damages or vandalism not paid during the academic year will be included in the invoice sent by the Office of the Bursar.  The costs for damages are established by the Department of Facilities Management (i.e., maintenance and custodial services) and represent the true cost charged to the Office of Residence Life.

Refer to the Student Conduct Code for additional information about damage and vandalism to property.

Electrical Appliances

Students must be careful in the use of electrical appliances in their rooms or units. All appliances and extension cords must be U.L. approved. Approved appliances include, but are not limited to: coffee pots, popcorn poppers, televisions, stereos, curling irons, hair dryers, and computers. These approved appliances should be equipped with an automatic shut off feature. Unapproved appliances or devices include, but are not limited to: toaster ovens, microwave ovens and refrigerators (other than University-issued micro-fridge units), electric frying pans, 'George Foreman' type grills, halogen lamps, and fog machines. Vending machines are not allowed in student rooms, but they are located in common areas of buildings. In apartment units with more than six students, an additional University-approved mini-fridge can be brought in. 'George Foreman' type grills and microwaves are allowed in the apartments and townhouses as long as students properly dispose of grease. Unapproved appliances found in student rooms will be confiscated and may not be returned.

Entertaining in Residence Halls

Students may entertain or socialize with others in their individual rooms within the residence halls provided that the number of people in the room is limited to no more than 12 people and there is no unreasonable noise or other disruption to the community. While students who are 21 years of age or older may legally consume alcohol on campus, all persons in a residence hall room must be of legal drinking age if alcohol is present.

Entertaining/Socializing in Townhouses, Barnyard, and Apartments

  • Bands are permitted to play in the townhouses or apartment social lounges on Friday and Saturday nights between 9 p.m. and 1 a.m. only if they request approval by the Office of Residence Life at least one week prior to the event.
  • Students may entertain or socialize with others in townhouses and apartments on campus, provided that the number of people in a townhouse does not exceed 49, and in an apartment does not exceed 25 (note, these numbers are subject to change per code/legal requirements). In accordance with the housing agreement, townhouse basements may not be used as living spaces or a space to socialize/gather. Basements are not available to students for storage purposes. The University has eliminated access to townhouse and off-campus basements and any attempt to utilize basement areas for any purpose is in violation of the residence guidelines and subject to a residency review and/or student conduct action. Tampering with basement locks will result in disciplinary action. Please report all damaged/broken basement locks to the Office of Residence Life immediately.
  • The use or consumption of alcoholic beverages must be confined to individual townhouse units and cannot negatively impact nearby units or residents. Consuming alcoholic beverages in any area outside of the unit is prohibited and open containers of alcohol in common/public areas are prohibited. Consistent with this prohibition, no alcohol is permitted on townhouse back porches or in the apartment social lounges.
  • When violations of this policy occur, the residents of the unit will be referred for disciplinary action, and in most cases will be reassigned to different housing on campus. An additional $100 fine can be assigned to a resident for hosting a disruptive gathering with alcohol involving underage students.

Furnishings

Student residence rooms are furnished with a bed, desk, chair, chest of drawers, and computer network connection for each student, as well as an individual or shared closet/wardrobe for each student. Student residences contain drapes, cable TV connections, and fire detection/alarm systems. Some residence halls may have additional furniture, and townhouses and apartments include living room and dining area furniture.

All supplied furnishings must remain in the rooms or units throughout the academic year unless removed by the University. Storage is not available for personal belongings or other furnishings. Students will be billed for missing or damaged furnishings.

Lounges are equipped with furniture for the use of all students. Removal of this furniture for personal use is not permitted and will be considered theft.

Gaming Equipment

Pool, ping pong, and foosball tables are not allowed in student rooms, townhouses, or apartments. Gaming equipment for student use can be found in the Barone Campus Center, common lounges, and The Levee.

Guest Policy

Refer to the Student Conduct Code for additional information about the guest policy.

Keys or Key Cards

Keys and key cards are for individual use only and are not to be given or shared with other students. If a student loses his or her room or unit key, the lock on the door will be changed and the student billed for the replacement cost. No student may duplicate a room or unit key. If a key is illegally duplicated, residents will be billed for a lock change and subject to disciplinary action. Students locked out of their rooms may seek the assistance of the residence life staff and will be charged a $10 lockout fee. This must be paid in cash or check before they are allowed back into their room. If a student loses their key card, the student's card will be re-programmed and they will be charged a $25 fee for a new card.

Laundry

Washers and dryers are available for use by resident students in almost all halls and the apartment complexes, as well as townhouse blocks 2 and 13. The machines are activated by using the StagCard, which has a predetermined number of cycles per semester (sufficient for two wash and dry cycles every week). If a student exhausts his or her laundry allotment for the semester, StagBucks can be used to pay for additional cycles. Washers and dryers should be used in a timely fashion clothes should be taken out of washers and dryers within an hour of the cycle ending.

Light Bulbs

If a student residence light fixture (not personal lamps) requires a replacement bulb, students should notify their RA or the Office of Residence Life who will request the appropriate repair or replacement. See also the policy on Maintenance Requests.

Lockouts

If a student is locked out of his or her room during normal business hours, he or she may temporarily sign out a duplicate key or key card at the Office of Residence Life. RAs are available during "on-duty" hours to let students into their room if they are locked out. At all other times, service for lockouts will be provided on an emergency basis only through the Department of Public Safety and the area coordinator "on duty." Students are charged a $10 lockout fee.

Lounges

Lounges are located in each residence hall for studying, hall liturgies, socializing, meetings, floor programs, and other activities. Some lounges are identified as academic resource centers, or kitchens. All equipment and furnishings in lounges or common areas are the property of the University. The lounge should remain clean and students must contribute to maintaining the cleanliness of the lounges. For lounges containing community fridges, the University is not responsible for any item left in the community fridge. Sleeping in lounges is prohibited.

Maintenance Requests

For all non-emergency requests for maintenance (e.g., light bulbs, broken or missing items), students should fill out the online Work Order form found on my.Fairfield.edu. This form will be sent to Facilities Management. For computer connection concerns, contact Information Technology Services at ext. 4069; for cable connection concerns, contact the Media Center at ext. 3082.

Emergency requests during normal business hours should be directed to the Office of Residence Life at ext. 4215. Emergencies after hours, during the night, or on weekends should be directed to the Department of Public Safety at ext. 4090 or the RA on duty.

Musical Instruments

The playing of musical instruments in student residences that is obtrusive to other residents is prohibited unless part of a band during the approved weekend hours in the townhouse and/or apartment area.

Occupancy

Only students assigned to a particular room or unit may live there. Students may be reassigned or consolidated when vacancies exist. The University reserves the right to increase the occupancy of student residences. Students are assigned rooms based on their self-identified gender.

Pets

Pets are not permitted in student residences with the exception of fish in a container of no more than 10 gallons.

Personal Property

Personal property maintained in residence halls is the sole responsibility of each student.  The University is not responsible for damage to any personal property in residential common spaces or rooms.  Notwithstanding, in the event that personal property is damaged due to a facilities issue in the residence hall (e.g. leaking pipe), the student must submit a written request for replacement of the personal property (after notifying Residence Life and Facilities of the issue) to Residence Life.  The University, in its absolute discretion, will review the request and surrounding circumstances to determine whether replacement is appropriate.  Replacement – as determined in the absolute discretion of the University – is limited to the reasonable replacement of the personal property itself, and shall not include any cash equivalent.

Damage caused by a student’s own intentional misconduct or negligence (as determined in the sole discretion of the University) shall not be eligible for replacement of his/her personal property.

Damage to personal property caused by other student(s) negligence or intentional misconduct shall be subject to the University’s Student Conduct Code, where replacement may be ordered as sanction in the disciplinary process.

Posting in Residence Halls, Townhouses, Barnyard & Apartment

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 nine 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.

Projection of Objects

Students are prohibited from projecting or dropping any object at or from buildings, individuals, cars, etc.

Quiet/Courtesy Hours

"Quiet hours" are in effect in all student residences after 8 p.m. on Sundays and weeknights, and after midnight on Friday and Saturday nights, until 10 a.m. the next morning. Radios, televisions, stereos, or other noise should be kept to a minimal level and not be heard in the common areas or other rooms, apartments, or townhouses. During all other times "courtesy hours" are in effect and noise levels should not interfere or negatively impact other students or the community. Noise cannot project out of windows or doors at any time.

During final examination and study periods, 24-hour "quiet hours" are in effect.

Refrigerators

The University provides a combination microwave/refrigerator unit in every residence hall room. No other refrigerators or microwaves are permitted without permission from the Office of Residence Life. Townhouses and apartments are equipped with refrigerators, but students may bring a UL approved microwave. In apartment units with more than six students, an additional University-approved mini-fridge can be brought in.

Roofs

Due to the potential danger to personal safety, as well as the likelihood of causing damage, students are prohibited from accessing roofs or overhang areas on all student residences and other University buildings and facilities. Students who access roofs will be subject to disciplinary action.

Roommate Conflict

If students experience a roommate conflict and need help, they should contact their resident assistant or area coordinator. Residence Life staff members will help mediate the conflict or refer students to peer mediation.

Room/Residence Changes

Students may request a room or residence change through the Office of Residence Life. Room or residence changes will not be permitted for the first two weeks of the fall semester and again for the first two weeks of the spring semester. After this point, changes will be granted based on an assessment of the situation and space availability.

The University reserves the right to move a student from one room to another when it appears in the student's best interest or the best interests of their fellow students or the community.

Room/Residence Inspections

Resident students will receive a completed Room Inspection Form (RIF) from the RAs or other residence life staff during the first week of the academic year. Students will be asked to verify the condition of the room reported on the form, sign, and return it. This form is the official record of the condition of the room or unit when the resident took occupancy of it. When the student vacates the room or unit, it will be inspected by a University staff member and compared to the original inspection form. Differences in the condition of the room or unit, not attributed to normal wear and tear, will be billed to the student.

Residence Life or maintenance staff may inspect student residences at other times besides the beginning or end of the year to check health and/or safety conditions. When conducting Health and Safety inspections, the Office of Residence Life will hold residents accountable for policy violations. Residents will be subject to disciplinary action and fines for all policy violations.

Safety and Security

  • Locking doors - Students should lock the doors to their individual rooms, townhouses, or apartments when they are not present or when they are sleeping or using the bathrooms. In addition, the University has no financial liability for the loss of personal property.
  • Access to residence halls and apartment complex - Each of the residence halls and the apartment complex are equipped with a door-access system that allows students to gain entry using their StagCard. All resident students may access any residence hall from 7 a.m. to 11 p.m., seven days a week. After 11 p.m., resident students have access to their own hall only. Guests should call ahead to meet the residents at the front door of the residence area. After 11 p.m. only residents of the building are allowed in the building unless accompanied by a resident from that residence. It is important for the security of all residence hall students that doors are not propped open and card readers and keypads are not tampered with. Students who prop doors or vandalize security equipment will be subject to disciplinary action.
  • Screens/Window lock - Screens cannot be removed from windows in student residences.  If windows are locked for environmental or climate control purposes, the locks cannot be removed.  Students cannot use windows as a means of entering or exiting their room unless it is an emergency situation.  Students will be billed for the repair or replacement cost of such items. Repeat offenses will be referred for disciplinary action.

 

  • Fire safety equipment - Each student residence is equipped with fire and smoke detection equipment that may not be tampered with for any reason. Heat and/or smoke detectors, as well as sprinkler heads, are extremely sensitive and may be activated by any contact. Therefore, students may not cover or touch these devices nor hang objects from them.

Student Residence Entry

Staff members may enter a student's residence with the student's voluntary consent. To protect privacy, students should keep their doors closed and ask visitors to identify themselves before admitting them into the room. If consent is not given, staff members can enter the room if one of the following conditions exists:

  • There is a need for maintenance (e.g., electrical work)
  • There is a need to check occupancy
  • There is an emergency health problem
  • There is a need to check for damages
  • There is a need to investigate possible violations of University policies or community standards. Items in plain and open view, which violate University regulations, will be confiscated and a receipt will be left if there is no occupant of the room present at the time of confiscation.
  • There is a "Health and Safety" check. These are conducted periodically by the Fire Marshal and the residence life staff. When conducting Health and Safety checks, the Office of Residence Life will hold residents accountable for policy violations. Residents will be subject to disciplinary action and fines for all policy violations. Disciplinary action and fines are assigned per person unless noted. Residents are expected to remove prohibited items from rooms. Failure to remove prohibited items by the specified timeframe will result in an additional $100 fine.
  • There is a need to close the building (e.g., holidays, etc.)

Student Residence Search

The University, in its absolute discretion, will conduct a room search only when, a University representative believes in good faith that there is property or evidence within a particular room that is in violation of University policy and/or state or federal law, or material exists or remains in a room which is relevant to a student conduct matter.

A room search will be conducted only when there is a reason to believe that there is property or evidence within a particular room that is in violation of University policy and/or state or federal law, or material that is needed for evidence in a University disciplinary hearing.

The vice president for student Life and dean of students or their designee, and professional central office staff in the Office of Residence Life are the only University officials who may authorize a search of a student residence. A search will be conducted by Public Safety officers in the presence of a residence life staff member. Whenever possible, the search will be conducted in the presence of the student(s) whose residence is being searched.

Searches will be conducted in the same manner as a standard entry into a student residence; however, all areas of the residence may be searched, including locked drawers and suitcases. Items confiscated during a search that are clearly in violation of University policy will be removed from the room and may be used as evidence in a disciplinary hearing. Since these items are part of the disciplinary process, their disposition will be determined by the Office of the Dean of Students at the conclusion of the process.

The person requesting the search must state the nature of the item he or she is looking for. However, other items found that are clearly in violation of University policy may be confiscated as well. If the student is not present, a receipt will be left for all items that have been removed from the room.

Televisions

Students are not allowed to mount televisions on the walls.

Temperature Control Units

Students are allowed to request air conditioning units through Accessibility. The suite-style buildings, townhouses, and apartments are equipped with air conditioning.  Students are not allowed to use portable air conditioners or air coolers as a substitution for existing air conditioning units.

Thermometers

Due to the potential environmental hazard and significant clean-up costs associated with a mercury spill or contamination, mercury thermometers are prohibited in any student residence or University building, excluding the Health Center or applicable science or nursing labs.

Vacation Periods

All University residences are closed during the Thanksgiving break, Christmas break, and Spring break. Students wishing to remain on campus during these periods must request permission in writing from the Office of Residence Life. Students approved to remain in residence halls when they are closed will be charged a daily fee of $75 and may be reassigned to a temporary room in a central area. The University has no liability for personal property left in students' rooms or units during vacation periods.

Students who return to their rooms early without the prior approval of the Office of Residence Life will be denied access to their rooms or billed accordingly for the daily fee and referred for disciplinary action.

All resident students must vacate their rooms or units and remove all personal belongings within 24 hours after the completion of the students' last exam in May, or by 6 p.m. on the last day of final examinations, whichever comes first. Failure to leave the residence hall space will subject students to a $75 daily charge to remain on campus. Graduating seniors may stay until noon the day after Commencement. All students are responsible for arranging transportation to and from campus for holidays and vacation periods. All applicable dates are published well in advance to allow for proper planning. Since first-year students and sophomores are not permitted to have cars, they should take extra initiative in planning and coordinating transportation.

All University policies remain in effect during vacation periods. Additional guest and alcohol restrictions may be enforced. Additional restrictions will be communicated via email through the Office of Residence Life or the Office of the Dean of Students prior to the start of the vacation period.

Vending Machines

Vending machines are located in the common areas of student residences and other University buildings. (Students cannot have personal vending machines in their room.) Vandalism of machines will result in the removal of this service if the responsible person(s) is not identified. Money lost in these machines should be reported to the vending company whose name is listed on the machine. Products available in the machines are replenished according to the vending company's schedule. If there is a need for additional product before the scheduled replenishment time, students are encouraged to call the number indicated on the machines to request additional product sooner and to notify the Office of Residence Life if the problem persists.

Windows/Doors

Students may not hang their own curtains or window treatments, and windows should not be blocked or obstructed in any way as these create potential fire hazards.  Signs that advertise alcohol or tobacco products, or signs that might otherwise be considered offensive to others, cannot be placed on windows or doors at any time. Stickers may not be applied to either the windows or the door (outside or inside). Empty or full cans or bottles may not be visible through the windows. Any potential violations will be referred to the Office of the Dean of Students.

Fairfield University Office of Residence Life

Residence Hall and Meal Plan Agreement
2020-21 Academic Year

This document sets forth the terms and conditions upon which space in residence halls owned by Fairfield University (herein called UNIVERSITY) may be occupied by a person (herein called RESIDENT). The UNIVERSITY agrees to provide to the RESIDENT space in a residence hall subject to the following conditions. Failure of the RESIDENT to meet any of these conditions of residency may result in the cancellation of this Agreement by the UNIVERSITY. In addition, violations of the terms and conditions of this Agreement by the RESIDENT may also result in UNIVERSITY disciplinary action of the RESIDENT where applicable. The UNIVERSITY reserves the right to change any provision of this Agreement at any time.

To be eligible for residency in a residence hall, a RESIDENT must meet the following criteria as determined by the UNIVERSITY REGISTRAR:

a. The RESIDENT must be registered as a full-time (i.e. registered for 12 credits or more), undergraduate matriculated student at the UNIVERSITY.

b. The RESIDENT must have been admitted to the UNIVERSITY as a resident student or have attained that status from the Office of Residence Life since entering the UNIVERSITY.

c. In addition to the immunizations required of all students, Connecticut state law requires that any UNIVERSITY student living in UNIVERSITY-owned housing be vaccinated against meningitis as a condition for living in the UNIVERSITY housing. All mandated health policies must be maintained in order to be eligible.

Others may live in UNIVERSITY owned residences only after receiving the written permission from the Office of Residence Life or the Office of the Dean of Students.

A RESIDENT agrees to reside in the assigned residence hall for the entire academic year or the remaining portion of the academic year. A RESIDENT may terminate this Agreement only if the RESIDENT has graduated, withdrawn from the UNIVERSITY, becomes a commuter is released by the University to live off-campus, becomes a resident assistant, or has entered a study program approved by the Dean of the RESIDENT's college or school away from the campus. A RESIDENT may not move to another unit, to a residence hall, or off-campus during the term of this Agreement without written permission from the Office of Residence Life.

Requests to cancel this Agreement for reasons other than those stated above must be made in writing to the Office of Residence Life. Such requests will be considered on a case-by-case basis, and the Office of Residence Life will have the discretion to grant or deny any request to cancel based upon the information available. No other office or department of the UNIVERSITY can agree to cancel this Agreement.

Residence halls may be occupied on or after August 24, 2020. (First-year students only will occupy their residence halls one day earlier as part of Orientation.) Residence halls close 24 hours after the completion of the RESIDENT'S last exam in May or by 6 p.m. on the last day of final examinations, whichever comes first. RESIDENTS may not remain in residence during UNIVERSITY vacation periods that fall during the term of this Agreement. Graduating seniors may stay until noon the day after Commencement.

Units will be inspected when the RESIDENT takes occupancy and when he/she vacates the unit. Damage shall be classified as either accidental or malicious. Accidental damage is damage occurring through unintentional, chance happenings. Malicious damage is disruptive behavior resulting in damage.

Any damages or alterations to the unit will be charged to the RESIDENT(s). A RESIDENT agrees to surrender the premises to the UNIVERSITY at the termination of this Agreement in clean and in good condition. It is understood that the RESIDENT has examined the premises and found the same to be clean and in good condition at the commencement of the Agreement. If the RESIDENT should find the premises at the commencement of the Agreement in a condition not clean and not in good condition, the RESIDENT must make this known in writing to the Office of Residence Life within five (5) days after the beginning of the semester. RESIDENTS moving into a unit after the commencement of a semester shall make their inspection of the premises known in writing to the Office of Residence Life no later than five (5) days after taking possession of the premises.

All campus residences, including but not limited to residence halls, are closed during the Thanksgiving break, Christmas and semester break, and spring break. RESIDENTS wishing to remain on campus during these periods must request break housing by going to breakhousing.fairfield.edu and filling out the form. Your Area Coordinator will approve or deny break housing requests. Students approved to remain in housing when campus residences are closed may be required to pay a daily fee (exceptions to this fee are at the discretion of the Office of Residence Life and will be made for students unable to leave campus) and may be reassigned to a temporary space in a central area. All University policies remain in effect during breaks periods. Additional guest and alcohol restrictions may be enforced and will be communicated via email through the Office of Residence Life or the Office of the Dean of Students prior to the start of the break period.

All students living in residence halls are required to have a meal plan and are automatically enrolled in a basic plan. However, students may change their plan to one of multiple options (depending upon class year) during the first two weeks of classes each semester. All meal plan changes are conducted online at mealplans.fairfield.edu. Complete information about the various meal plan options is available in The Tully Dining Commons food services office.

a. To allow the UNIVERSITY to release contact information to the RESIDENT'S prospective roommate.

b. To be accountable for any behavior within the residence halls that infringes on individual or group rights or jeopardizes the health and safety of individuals and property.

c. To abide by the rules and regulations contained in the Student Handbook, Undergraduate Catalog, and other publications from the Office of Residence Life.

d. To abide by the laws and ordinances of the state of Connecticut and the town of Fairfield where applicable.

e. To promptly vacate his/her residence hall within a specified timeframe when the Agreement is terminated by the UNIVERSITY. Any costs associated with removal and storage of personal possessions will be charged to the RESIDENT.

f. To reside in the assigned room. The UNIVERSITY has the right to assign students to the other spaces in a RESIDENT'S room without the RESIDENT'S permission or prior notification. Any residence that loses 50% or more of its members will be asked to consolidate by moving to other open spaces in the area.

g. Not to sublet or assign his/her room to another person. Only RESIDENTS are allowed to occupy a room. In no case may occupancy of the room be increased by the RESIDENTS of the room.

h. To not switch room assignments without the permission of the Office of Residence Life.

i. To report maintenance needs or concerns to the Office of Residence Life or the Resident Assistant via the online work order system, email, or phone. The RESIDENT may not make repairs in the room nor may the RESIDENT contract with outside vendors to complete repairs or modifications to the room except where approved by the UNIVERSITY. Painting of rooms by RESIDENTS is not allowed.

j. To assume all responsibility for personal belongings. The UNIVERSITY does not assume responsibility for damage or loss to RESIDENTS' belongings, regardless of cause.  For more information, see “Personal Property” section of these Residential Guidelines.

k. Not to allow more than 12 persons including the RESIDENT in the room at any one time.

l. To conduct his/her activities so as not to interfere with the reasonable quiet enjoyment of others.

m. All students are required to register guests on campus via the guest registration form. Refer to the Guest Policy in the Residential Guidelines section of the Handbook for details.

n. Not to loan or duplicate a room key. A RESIDENT must report a lost key or key card to the Office of Residence Life within 24 hours. The UNIVERSITY will replace the door lock and charge the cost of the replacement to the RESIDENT(S) of that room when keys are lost.

o. Not to cook in student rooms. The Office of Residence Life policies provided by the UNIVERSITY contain a listing of approved cooking appliances and no other appliances are permitted.

p. Not to project objects to or from the halls.

q. To report solicitors found in the halls to Public Safety. Solicitation is not allowed in the residence halls.

r. Not to have pets except for fish. A fish tank may not be any larger than a 10-gallon capacity.

s. Not to remove screens from the windows.

t. Not to install a waterbed or a personal bed.

u. Not to build lofts in any of the residence halls.

v. To follow all UNIVERSITY guidelines regarding room and holiday decorations. Live Christmas trees are not permitted.

w. Not to post signs, posters, banners, or other printed material, art or advertisements in windows, in the halls or restrooms, or on the outside of the buildings, or on the grounds without the written permission of the Office of Residence Life.

x. Residents are responsible for behavior that occurs within their room whether they are present or not.

y. Smoking is prohibited in all areas of the residence halls, including student rooms, bathrooms, lounges, hallways, and stairwells.

z. Not to have halogen lamps or mercury thermometers inside the residence halls.

a. Reserves the right to enter a room for inspection for cleanliness, health and safety, and to complete repairs, and where required by law.

b. Agrees to provide cleaning of common areas in the residence halls. RESIDENTS are expected to keep their rooms clean. Cleaning of bathrooms in Faber, Kostka, and Claver Halls is the responsibility of the RESIDENTS.

c. Reserves the right to take appropriate disciplinary action and to terminate the room contract for conduct which is unlawful, which is found by the UNIVERSITY to be in violation of the UNIVERSITY'S rules, or which is otherwise detrimental to the residence hall community or environment.

d. Reserves the right to move a RESIDENT from one room to another when it appears that the RESIDENT'S best interests or those of his/her fellow students or the UNIVERSITY as a whole so require.

e. Reserves the right to assign students to vacant spaces without prior notification.

f. Reserves the right to reassign students in order to consolidate vacant spaces at any time during the year.

g. Reserves the right to increase room occupancy as the need arises so long as such an increase conforms to prevailing occupancy and health standards.

h. Reserves the right to notify RESIDENTS that certain floors in a residence hall will be utilized to house undergraduate students and staff who are authorized to remain on campus during a vacation period. The UNIVERSITY will give reasonable notice to the RESIDENT so that he/she may remove personal belongings from the room if they so desire. The UNIVERSITY will provide space for storage of these belongings and will assign responsibility for the room when it is being used by the temporary occupant.

i. Reserves the right to move any student from any handicapped-accessible unit if a need for this type of accommodation arises and said student does not require such an accommodation.

j. Reserves the right to move/modify the composition of a floor or wing for any proper reason, including but not limited to, an increase or decrease in the number of students of a particular gender.

a.  A RESIDENT agrees to pay the board/room fees to the UNIVERSITY according to the payment schedule determined by the Bursar.  Failure by a RESIDENT to pay any fees or expenses related to the occupancy does not cancel the obligations of a RESIDENT to comply with all of the other terms of this Agreement.

b. Failure to pay the room and board obligations of the contract will result in withdrawal of the RESIDENT from the UNIVERSITY.

c. RESIDENTS are required to maintain a $400 refundable room deposit with the UNIVERSITY during the period of residency. This deposit will be returned to the RESIDENT upon graduation or upon withdrawal from the UNIVERSITY, providing all financial obligations related to residing in UNIVERSITY housing have been met.

d. In those cases when the responsible parties for damages to the hall cannot be determined, the UNIVERSITY reserves the right to charge the cost of repairs or replacement for these damages among all RESIDENTS residing in that area or hall.

a. RESIDENTS who withdraw from the UNIVERSITY should refer to the Undergraduate Catalog to determine if they are eligible for any refund.

b. RESIDENTS who are granted release from this Agreement, but continue as a full-time student at the UNIVERSITY, should contact the Bursar to determine if they are eligible for any refund. 

 

Fairfield University Office of Residence Life

Townhouse, Apartment, and Other University Housing Agreement
2020-21 Academic Year

This document sets forth the terms and conditions upon which space in townhouses, apartments, and other housing owned by Fairfield University (herein called UNIVERSITY) may be occupied by a person (herein called RESIDENT). The UNIVERSITY agrees to provide to the RESIDENT space in a townhouse, apartment, or other UNIVERSITY housing subject to the following terms and conditions. Failure of the RESIDENT to meet any of these conditions of residency may result in the cancellation of this Agreement by the UNIVERSITY. In addition, violations of the terms and conditions of this Agreement by the RESIDENT may also result in UNIVERSITY disciplinary action of the RESIDENT where applicable. The UNIVERSITY reserves the right to change any provision of this Agreement at any time. 

To be eligible for residency in a townhouse, apartment, or other UNIVERSITY housing, a RESIDENT must meet the following criteria as determined by the University Registrar:

a. The RESIDENT must be a full-time, matriculated student at the UNIVERSITY.

b. The RESIDENT must have attained sophomore class status at the time of occupancy. There are limited housing options of this type for sophomores.

c. In addition to the immunizations required of all students, Connecticut state law requires that any UNIVERSITY student living in UNIVERSITY-owned housing be vaccinated against meningitis as a condition for living in the UNIVERSITY housing. All mandated health policies must be maintained in order to be eligible.

Others may live in University-owned residences only after receiving the written permission from the Office of Residence Life or the Office of the Dean of Students.

A RESIDENT agrees to reside in the assigned townhouse, apartment, or other UNIVERSITY housing for the entire academic year or the remaining portion of the academic year. A RESIDENT may terminate this Agreement only if the RESIDENT has graduated, withdrawn from the UNIVERSITY, becomes a commuter, is released by the University to live off-campus, becomes a resident assistant, or has entered a study program approved by the dean of the RESIDENT's college away from the campus. A RESIDENT may not move to another unit, to a residence hall, or off-campus during the term of this Agreement without written permission from the Office of Residence Life.

Requests to cancel this Agreement for reasons other than those stated above must be made in writing to the Office of Residence Life. Such requests will be considered on a case-by-case basis, and the Office of Residence Life will have the discretion to grant or deny any request to cancel based upon the information available. No other office or department of the UNIVERSITY can agree to cancel this Agreement.

Townhouses, apartments, or other UNIVERSITY housing may be occupied on Monday, August 24, 2020. Townhouses, apartments, or other UNIVERSITY housing close 24 hours after the completion of the RESIDENT'S last exam in May. Graduating seniors may stay until noon the day after Commencement. Units will be inspected when the RESIDENT takes occupancy and when he/she vacates the unit. Any damages or alterations to the unit will be charged to the RESIDENT(s). A RESIDENT agrees to surrender the premises to the UNIVERSITY at the termination of this Agreement in clean and in good condition. It is understood that the RESIDENT has examined the premises and found the same to be clean and in good condition at the commencement of the Agreement. If the RESIDENT should find the premises at the commencement of the Agreement in a condition not clean and not in good condition, the RESIDENT must make this known in writing to the Office of Residence Life within five (5) days after the beginning of the semester. RESIDENTS moving into a unit after the commencement of a semester shall make their inspection of the premises known in writing to the Office of Residence Life no later than five (5) days after taking possession of the premises.

All campus residences including townhouses, apartments, or other UNIVERSITY housing are closed during the Thanksgiving break, Christmas and semester break, and Spring break. RESIDENTS wishing to remain on campus during these periods must request permission in writing to the Office of Residence Life. Students approved to remain in any UNIVERSITY housing when campus residences are closed may be required to pay a daily fee (exceptions to this fee are at the discretion of the Office of Residence Life and will be made for students unable to leave campus) and may be reassigned to a temporary space in a central area. All UNIVERSITY policies remain in effect during vacation periods. Additional guest and alcohol restrictions may be enforced and will be communicated via email through the Office of Residence Life or the Office of the Dean of Students prior to the start of the vacation period.

Students can request break housing by going to breakhousing.fairfield.edu and filling out the form. Your Area Coordinator will approve or deny break housing requests.

a. Not to sublet or assign his/her assignment to another person. Occupancy of the townhouse, apartment, or other UNIVERSITY housing may not be increased by the RESIDENTS.

b. To abide by the rules and regulations contained in the Student Handbook, Undergraduate Catalog, and other publications from the Office of Residence Life.

c. To attend any required sessions pertaining to rules and regulations.

d. To abide by the laws and ordinances of the State of Connecticut and the Town of Fairfield where applicable.

e. To promptly vacate the townhouse, apartment, or other UNIVERSITY housing and return the key at the completion of the contract period or no later than 24 hours upon written cancellation of the contract by the UNIVERSITY. All costs associated with moving RESIDENT'S possessions out of vacated unit will be the RESIDENT'S sole responsibility.

f. To fill vacancies in his/her townhouse, apartment, or other UNIVERSITY housing with students who meet the criteria stated herein. If the RESIDENT is unable to do so, the UNIVERSITY will assign a qualified person to fill the vacancy. Any unit that loses 50% or more of its members will be asked to consolidate by moving to other open spaces in the area.

The UNIVERSITY reserves the right to disband the townhouse, apartment, or other UNIVERSITY housing if RESIDENTS refuse any qualified person from being assigned to that house. The UNIVERSITY is not required to fill vacancies that occur in townhouse, apartment, or other UNIVERSITY housing. Should a townhouse, apartment, or other UNIVERSITY housing be disbanded, the UNIVERSITY reserves the right to close down the unit for the remainder of the year for repairs and/or to save utility costs.

g. To assume all responsibility for personal belongings. The UNIVERSITY does not assume responsibility for damage or loss to RESIDENT's belongings, regardless of cause.  For more information, see “Personal Property” section of these Residential Guidelines.

h. To report repair needs to the Office of Residence Life. The RESIDENT may not make repairs or modifications to the townhouses, apartments, or other UNIVERSITY housing except when approved in writing by the UNIVERSITY.

i. Not to paint the townhouse, apartment, or other UNIVERSITY housing. Not to block or cover any window or openings.

j. Not to tamper with fire safety equipment including extinguishers and smoke detectors. In addition, RESIDENTS are expected to vacate the unit promptly in the case of a fire alarm. Violations of these fire safety requirements are considered serious and may result in disciplinary action. Fire hazards, including but not limited to, natural Christmas trees, candles, incense, TIKI torches, building materials, motorcycles or gas driven vehicles, gasoline, butane or other flammable liquids, barbecue grills (including propane gas grills), and other devices produces an open flame are prohibited.

k. Not to overload the townhouse, apartment, or other UNIVERSITY housing based on fire code.

l. Not to possess or use fireworks, dangerous chemicals, hazardous materials such as mercury thermometers, halogen lamps, firearms, or weapons of any type.

m. To register vehicles(s) with the Department of Public Safety.

n. All students are required to register guests on campus via the guest registration form. Refer to the Guest Policy in the Residential Guidelines section of the Handbook for details.

o. Not to house pets except tropical fish in a tank no larger than 10 gallons.

p. To conduct their activities so as not to interfere with the quiet of others. Musical bands may not play in a townhouse, apartment, or UNIVERSITY housing unless registered with the Office of Residence Life. Stereo speakers placed in such a way to allow sound to emanate from the unit are not permitted. Disorderly conduct, which disturbs others, is not permitted.

q. Not to project objects to or from the units.

r. Not to solicit residents of the townhouse, apartment, or other UNIVERSITY housing. Solicitors should be reported to the Department of Public Safety immediately.

s. Not to remove screens from the units.

t. Not to install waterbeds, personal beds, or pools in the townhouse, apartment, or UNIVERSITY housing. No unit may have a bar installed. Gaming tables (pool, ping pong, and/or foosball tables) are not allowed.

u. To be responsible for any damages to the interior or exterior of the unit, including appliances, furnishings, and immediate grounds, caused by the RESIDENT or his/her guest(s).

v. Not to leave trash or furniture on decks and to regularly deposit trash in receptacles provided by the vendor.

w. To support state, local, and UNIVERSITY recycling programs and to properly recycle.

x. To accept any changes in the townhouse, apartment, or UNIVERSITY housing and off-campus living guidelines issued by the Office of Residence Life during the term of this agreement.

y. To allow the UNIVERSITY to release RESIDENT’S name, address, and phone number to the RESIDENT'S prospective roommate(s).

z. Including the occupants, not to allow more than 49 persons in a townhouse or other UNIVERSITY housing or 25 persons in an apartment, at any one time due to fire codes and safety standards.

aa. Not to loan or duplicate a townhouse, apartment, or UNIVERSITY housing key. A RESIDENT must report a lost key to the Office of Residence Life within 24 hours. The UNIVERSITY reserves the right to replace the door locks and charge the cost of the replacement to the RESIDENT(s) when keys are lost.

bb. Not to post signs, posters, banners, or other printed material, art, or advertisements in windows, on outside of unit or on the grounds.

cc. To be held accountable for the behavior of visitors and their guests in their units.

dd. Not to entertain in their townhouse, apartment, or other UNIVERSITY housing during exam week or vacation periods.

ee. To allow UNIVERSITY employees the right to enter the townhouse, apartment, or other UNIVERSITY housing for inspections for cleanliness, repairs, and to assure that the terms of this agreement are being met and that University policies are being adhered to in a manner prescribed in the Fairfield University Student Handbook.

ff. Not to install dishwashers in the townhouse, apartment, or other UNIVERSITY housing or any other appliances. Additionally students or residents may not enter into any contract or service agreement with any outside vendor or provider.

gg. Not to access or use any UNIVERSITY housing basement area for any reason, including living, social, or storage space.

hh. To vacate the townhouse, apartment, or other UNIVERSITY housing on the last day of fall finals, within 24 hours of RESIDENT'S last final, or within 24 hours of a change in status, if not returning for the second spring semester.

ii. Not to remove any furniture or place any furniture on back porches or in basements. Only outdoor deck/patio furniture may be used on the deck.

jj. To operate heating, ventilating, and air conditioning equipment correctly and to maintain a proper environment.

a. To maintain common areas of the townhouse, apartment, or other UNIVERSITY housing including the laundry rooms and grounds.

b. To provide extermination service upon the request of a RESIDENT or upon need. In cases when RESIDENTS cause infestation; (i.e., pets, garbage) all charges will revert back to unit RESIDENTS.

c. To provide trash removal from dumpsters.

d. To provide repairs upon request or need as determined by Office of Residence Life. If the RESIDENT or his/her guest(s) is determined responsible for the damages, the cost of the repairs will be borne by the RESIDENT(S). If the degree of damages is considered by the UNIVERSITY to be excessive, the UNIVERSITY reserves the right to cancel this Agreement and/or take disciplinary action against the responsible person(s).

a. Reserves the right to enter a room for inspection for cleanliness, health and safety, to complete repairs, and where required by law.

b. Reserves the right to take appropriate disciplinary action and to terminate the room contract for conduct which is unlawful, which is found by the UNIVERSITY to be in violation of the UNIVERSITY's rules, or which is otherwise detrimental to the residence hall community or environment.

c. Reserves the right to move a RESIDENT from one room to another when it appears that the RESIDENT's best interests or those of his/her fellow students or the UNIVERSITY as a whole so require.

d. Reserves the right to assign students to vacant spaces without prior notification.

e. Reserves the right to reassign students in order to consolidate vacant spaces at any time during the year.

f. Reserves the right to increase room occupancy as the need arises so long as such an increase conforms to prevailing occupancy and health standards.

g. Reserves the right to close a townhouse, apartment, or other UNIVERSITY housing unit in the event of an emergency.

h. Reserves the right to move any student from any disability-accessible unit if a need for this type of accommodation arises.

i. Reserves the right to close any offering of townhouse, apartment, or other UNIVERSITY housing meal plans through contract food services.

a. A RESIDENT agrees to pay the townhouse, apartment, or other UNIVERSITY housing fees to the UNIVERSITY according to the payment schedule determined by the Bursar.  Failure by a RESIDENT to pay any fees or expenses related to the occupancy does not cancel the obligations of a RESIDENT to comply with all of the other terms of this Agreement.

b. A RESIDENT agrees to maintain a $400 security deposit with the UNIVERSITY for the period of residency. This deposit will be returned to the RESIDENT upon graduation or upon withdrawal from the UNIVERSITY, providing all financial obligations related to residing in the townhouse, apartment, or other UNIVERSITY housing have been met.

a. RESIDENTS who withdraw from the UNIVERSITY should refer to the Undergraduate Catalog to determine if they are eligible for any refund.

b. RESIDENTS who are granted release from this Agreement, but continue as a full-time student at the UNIVERSITY, should contact the Bursar to determine if they are eligible for any refund.

c. RESIDENTS are required to maintain a $400 refundable room deposit with the UNIVERSITY during the period of residency. This deposit will be returned to the RESIDENT upon graduation or upon withdrawal from the UNIVERSITY, providing all financial obligations related to residing in the townhouse, apartment, or other UNIVERSITY housing have been met. Additionally, the RESIDENT must inform the UNIVERSITY if they are withdrawing. This notification must take place by June 30.

Club and Organization Guidelines

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 and organizations provide students with real-world experiential learning opportunities that complements and supplements learning that takes place inside the classroom.  Faculty and 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 and programs, as well as their contributions to creating a stronger, more diverse, and active campus community.

Student 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.

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 96, and can be reached at engagement@fairfield.edu or by calling 203-254-4053.

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 Life@Fairfield using your NetID and Password.

Scope of Policies

The policies of the Club & Student Organizations section of the Student Handbook apply to all recognized and unrecognized student organizations on campus. This includes, but is not limited to, FUSA recognized student organizations, club sports teams, department-sanctioned organizations, or any other organization which operates on campus, regardless of University recognition status.

Definitions

Recognition:

  • Recognized student organizations have gone through the official recognition or reinstatement 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 reinstatement 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 organizations 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 outlined 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 fall and spring semester and keep their Life@Fairfield portal up to date. 

Inactive:

  • Student organizations are considered inactive if they do not renew their Life@Fairfield portal within the first (4) four weeks of the beginning of the fall or spring semester.

Suspended:

  • Any club that has not complied with the Council of Student Organizations and has earned 3 strikes will be locked on Life@Fairfield.

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 Life@Fairfield portal. 
  • 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 Life@Fairfield portal which includes:
  • Updated Positions (Officers and Advisors) for the portals
  • Updated membership rosters
  • Creation of Life@Fairfield Events for all club events/meetings/performances
  • Usage of Life@Fairfield News Posts to communicate with club members
  • Submission of all budget requests via Finance component of the organization’s Life@Fairfield 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.

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 complete the whole reinstatement packet and 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 fifteen members)
    • Present a detailed plan to members of COSO explaining 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.

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 return 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 the FUSA office 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 Suite 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: Purpose/mission of proposed student organization must not overlap with purpose/mission of an existing recognized student organization.
    • Adequate Interest: There is adequate student interest in the proposed student organization.
    • Undue Burden: A proposed organization must not put an undue financial burden or safety risk on students or the University.
    • Contribution to University Life: Proposed student organization will contribute to the social and/or academic life of the University community.

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 nor 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 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 applicant for admission on the basis of race, religion, hearing status, color, sex, pregnancy, political affiliation, source of income, place of business, residence, religion, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, family responsibilities, sexual orientation, gender identity, gender expression, veteran or military status (including disabled veteran, recently separated veteran, active duty wartime or campaign badge veteran, and Armed Forces Service Medal veteran), predisposing genetic characteristics, domestic violence victim status or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any resolution process on campus, with the Equal Employment Opportunity Commission, the State of Connecticut Commission on Human Rights and Opportunities, or other human rights agencies.
  • 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 15 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 accurate description 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 bylaws.
  • Any and all Amendments to a club’s 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 eight weeks of either the fall or spring semester. Incomplete packets will not be considered. 
  • If submitted after the first 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 Senate will set up a meeting to review their application materials.
    • Proposed student organizations have 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 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 Office of the Dean of Students 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 Student Life, 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 Student Conduct Code violation and is subject to all University Student Conduct policies and procedures.

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/ 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, limitations on an organization's activities, access to funding, 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.

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 Club 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 Club 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.


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 Life@Fairfield. 
    • Organizations that request over $500 may be asked 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 and must all be organized and distributed by the COSO Advisor.

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.

PayPal Guidelines

 

All student organizations are required to set up a PayPal account in order to receive cash advances/reimbursements. Any money that needs to go into the club savings account can be sent through PayPal.

  • Treasurer of every club should manage a club PayPal account. If not the Treasurer, the club must communicate to COSO who will be managing the PayPal and what the account username is.
  • The PayPal account will have to be attached to someone’s personal bank account just like Venmo.
  • When sending/receiving funds, the subject line will be “Club Name Cash Advance Purchase Request #” or “Club Name Reimbursement Purchase Request #.” If a club is ever returning funds to FUSA PayPal (change from a cash advance or money to be put into your club savings), please use these same subject guidelines. The subject line should also include whether or not the funds are going to or coming from club savings.

 

Cash Advances & Receipts

  • Student organizations that receive Cash Advances must return all remaining cash and itemized receipts for ALL purchases made using the Cash Advance funds within five days of the event/meeting via PayPal.
  • 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. 
  • 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. 
  • 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

Purchasing Guidelines

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

Club Apparel Purchases

Clubs designing or buying apparel with the name Fairfield University, Fairfield, Stags, or using the seal, crest, or any University logo/image must be purchased through Follett via the University Bookstore.  Clubs may purchase custom apparel from a non-Follett vendor if the item does not directly or indirectly indicate a relationship with Fairfield University, as long as that vendor is a member of the Fair Labor Association (FLA) or the Worker’s Rights Consortium (WRC).

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, etc.). 
    • Each outside vendor must go through the proper Vendor Approval process in order to be paid.

Purchase Requisition

  • Student organizations intending to use the services of a business or corporation in contract with Fairfield University must request a Purchase Requisition be opened for the amount due in order to pay these vendors:
    • Sodexo Catering services
    • John’s Best Meat Bar
    • Abbey Tents
    • G-Force and Department of Public Safety (security)
  • To request that a Purchase Requisition be opened for one of these vendors, please fill out a Purchase Request on Life@Fairfield and the COSO Advisor will then contact you.

Accessibility Accommodations

  • Student organizations are required to comply with all state and federal laws, and University policies regarding accessibility for individuals with disabilities participating in club events/functions/meetings.  Student organizations must utilize the Office of Accessibility to ensure all accessibility requirements are met.
  • 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

Students are prohibited from bringing alcohol into any University-sponsored event or venue or on the University-sponsored transportation to and from the event, even if the student is over the age of 21. 

Any student who attempts to bring alcohol into a University-sponsored event or venue or on the University-sponsored transportation will have this alcohol confiscated, will not be allowed entry, will not receive a refund (if applicable) and will be referred to the Office of the Dean of Students.

If any student is found in violation of the distribution of alcohol to minors while at a University-sponsored event or venue or on the University sponsored transportation, that student and any underage student in which they are distributing alcohol to, as well as any guest(s) they brought, will be removed from the event and will not be permitted to re-enter. They will also be referred to the Office of the Dean of Students.

Cancellation

The University reserves the right to cancel any event at any time due to the sole determination of what is in the best interest of the University and the student body. Refunds for the cancellation of University-sponsored events are at the sole determination of the University and thus are not guaranteed.

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 fairfield.coso@gmail.com prior to the event.
    • Exemption decisions will be made on a case-by-case basis by the Office of Student Engagement in coordination with the assistant vice president for administration and student life or designee.

Conduct

When participating in any on or off-campus events, all students are required to abide by all rules, regulations, and guidelines for said event and conduct themselves in accordance with this Student Conduct Code. Students who fail to follow said guidelines or act in a manner contrary to our Student Conduct Code will result in immediate removal from the event and referral to the Office of the Dean of Students.

Students arrested for criminal offenses (misdemeanor or felony) at any on campus or off-campus events are subject to referral to the Office of the Dean of Students as well. Sanctions include, but are not limited to, loss of off-campus status for future years and graduation restrictions for seniors.

Contracts

  • Student organizations, 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 with Non-University Affiliated Entities

Recognized student organizations in good standing with the University are permitted to solicit and receive sponsorship from non-University affiliated entities.

Communication Options

  • Student organizations are encouraged to use Life@Fairfield News Posts, Life@Fairfield Events, Life@Fairfield People, and the Life@Fairfield Messaging functions to communicate with club members.
  • Student organizations that add their club events into their Life@Fairfield portal events calendar may have their events included in “The Weekender” if the event falls within the parameters of the weekly email.
    • Following the approval of this event, it will be added to your Life@Fairfield 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.edu with 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.edu at least five days before the day you want the communication to be sent. Please include the information below:
      • Subject of the Email: #Life@FairfieldEmail
      • Description of the message and reason for request
      • Link to your already created Life@Fairfield Event URL, event poster or supporting material
      • Contact information for all important parties (i.e., person to contact with questions)
      • Text for the body of the email
      • Population of students you would like the email to be sent to (e.g., first-year, 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 Life@Fairfield to maximize communication with the campus community.

Entry & Identification

All students are required to have a valid StagCard on their person at all times while in attendance at a University-sponsored event. Additional photo ID’s may be required for events that include the distribution of alcohol to those of drinking age. Pictures of identification cards or other form of IDs will not be accepted. Students without a valid photo ID will be denied entry into a University-sponsored event. 

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 setup 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 a.m. without the express permission of the Office of Student Engagement. 

Guests

  • All University-sponsored events are for current Fairfield University students only (as determined by the University Registrar’s Office) unless otherwise stated. For events in which non-Fairfield University students (guests) are invited to attend, it is required that these guests be registered with Fairfield University using the Office of Residence Life Guest Registration Form prior to gaining entry to a University-sponsored event.  
  • If students choose to bring a guest with them to a University-sponsored event, the Fairfield student (host) is held responsible for their actions. This includes any actions which violate state or local laws, ordinances and/or regulations, including but not limited to the distribution of alcohol to minors. 
  • If the student host or their guest are asked to leave an event for any reason, the guest(s) and student host will also be asked to leave the event and will not be permitted to re-enter the event.  No refunds will be given (if applicable). 
  • All guests must have a valid photo ID on their person at all times while in attendance at a University-sponsored event.  Pictures of identification cards or other form of IDs will not be accepted. Guests without a valid photo ID will be denied entry into a University-sponsored event. 
  • Guests who are under the age of 18 are not permitted at University-sponsored events unless otherwise stated. 

Locus of Control 

The locus of control for the event/initiative must remain at all times with the student organization and advisor and will be subject to fire or safety directives provided by Public Safety, Fairfield Police Department, or Fairfield Fire Department. Determination of locus of control is subject to evaluation by the Office of Student Engagement. 

The University defines locus of control as:

  • Having final decision-making authority regarding the planning and execution of the event/initiative.
  • Maintaining control of all media, communications, and promotions for an event/initiative.

Maintenance and Custodial Services

  • Student organizations are responsible for all costs associated with room or facility setups, 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 one 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 the Office of Accessibility.

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 organizations 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 either the COSO Small & Meeting Event Form or the COSO Large Event Form in the COSO Life@Fairfield portal in order to reserve spaces/rooms on campus.
    • Submitting the Event Form via Life@Fairfield does not guarantee that the space is reserved nor does it guarantee that the event is approved. 
    • Submitting the COSO Event Form via Life@Fairfield 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 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 weeks prior to the event.

Smoking

Smoking cigarettes, the usage of tobacco products, and e-cigarettes are prohibited at all University-sponsored events, venues, and on all University-sponsored transportation. Any student found in violation of this smoking policy will be removed from the event and will not be permitted to re-enter. They will also be referred to the Office of the Dean of Students.

Sound, Lighting, and Media Equipment

  • All clubs and organizations have access to basic sound equipment. 
    • All such requests should be submitted via the COSO Event Forms found in the COSO Life@Fairfield 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.
    • The use of this equipment should be requested in your Purchase Request.
  • For events in the Quick Center for the Arts, the event staff will assist with sound, lighting, or other setup requests.

Speaker/Performance

Student organizations are permitted to invite individuals from inside and outside the University community to speak/perform at an event/initiative. All outside speakers/performers (paid or unpaid) must have a signed contract with the University and meet all University requirements (i.e., proof of adequate insurance, etc.) before the event/initiative may take place.  Student organizations are not permitted to sign contracts on behalf of the University. Student organizations hosting an event/initiative with on campus or off-campus speakers/performers must maintain the locus of control of the event/initiative at all times, as further defined within this policy. Student organizations are not required, but encouraged, to provide alternate viewpoints to those that are expressed in a single event or program. Student organizations hosting a speaker(s) or performer(s) on campus must acknowledge on all advertising and at the beginning of the event/initiative that the views expressed during the event/initiative are not reflecting of the views of Fairfield University.

Tickets

  • The Office of Student Engagement uses University Tickets to facilitate the selling of tickets for all major student events. These tickets are sent to the purchaser as an e-ticket which can be opened in three forms (PDF, QR code or printed ticket). All e-tickets contain a unique bar code that only allow one entry. The first ticket to arrive at the event (if there are multiple copies made, or multiple students attempting to use the same ticket) will gain entry after scanning and validation. All additional copies of that same ticket will be denied entry. If students chose to gain entry to an event using a ticket originally purchased by another student, they are taking sole responsibility for that purchase. Should this re-sold ticket be denied entry, the student will be asked to leave the venue or purchase a new ticket on site, if available.
  • 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 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.
  • As students are purchasing a ticket through the University Ticket platform, they are asked to take note of the posted date for refunds. After said date, refunds for that particular event will become non-existent and all ticket purchases are non-refundable.

Transportation

  • All bus or van needs must be requested in a Purchase Request and organized by the COSO Advisor or COSO Event Logistics Coordinator who will then contact the Office of Conference and 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 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 three week deadline and/or improper filling out of paperwork.
  • 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 Organizations 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 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.

Publicity Policy

All publicity for student organizations is subject to review by the Office of Student Engagement and/or the Fairfield University Student Association (FUSA). 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.” Student organizations hosting any event/initiative or meeting must include a request for accessibility accommodations on all publicity/posting, regardless of format, stating, “If you have any accessibility needs, please contact <insert Event Coordinator name and contact information here>.”

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.

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

  • All physical materials to be hung in the Barone Campus Center must be approved/stamped by Conference & Event Management.
  • 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, Dunkin, 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 Tully.
  • 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.

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 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 and organizations must seek approval by the Office of Student Engagement by submitting a Travel Proposal Form at least ten 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 Department of Public Safety 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 (BCC96) prior to departure to ensure that all forms have been submitted and 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 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- and 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 Policy or 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.  
  • Student 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 a personal vehicle. 
    • The use of personal vehicles must be approved prior to 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 community standards set forth in the Fairfield University Student Conduct Code (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 Conduct Code 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.

Sexual Misconduct Policy

Sexual Misconduct is a form of sex-based discrimination that is prohibited by state and federal laws, including Title IX of the Education Amendments of 1972 (Title IX) and Title VII of the Civil Rights Act of 1964 (Title VII). Certain behavior under this Policy may also constitute criminal activity.

Policies for Students with Disabilities and Temporary Impairments

Fairfield University is committed to providing students with disabilities an equal opportunity to access the benefits, rights and privileges of its services, programs and activities in an accessible setting. In compliance with Americans with Disabilities Act (ADA) of 1990 and Section 504 of the Rehabilitation Act of 1973, the Office of Accessibility works closely with students, administrators, and faculty to develop and implement individualized accommodations tailored to students' needs to reduce the impact of their disabilities on academic functioning or upon other major life activities.

Animals On Campus Policy

Fairfield University recognizes the importance of Service Animals as defined by the American with Disability Amendments Act (ADAA) and the broader category of Assistance Animals under the Fair Housing Act. The University is committed to allowing individuals with disabilities the use of Service Animals on campus to facilitate the individual’s full participation and equal access to the University’s programs and activities.

Non-Discrimination and Harassment Policy

Fairfield University adheres to all federal and state civil rights laws and regulations prohibiting discrimination in private institutions of higher education. 

Fairfield University provides equal employment opportunities to all employees and applicants for employment and does not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of: race, religion, hearing status, color, sex, pregnancy, political affiliation, source of income, place of business, residence, religion, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, family responsibilities, sexual orientation, gender identity, gender expression, veteran or military status (including disabled veteran, recently separated veteran, active duty wartime or campaign badge veteran, and Armed Forces Service Medal veteran), predisposing genetic characteristics, domestic violence victim status or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any resolution process on campus, with the Equal Employment Opportunity Commission, the State of Connecticut Commission on Human Rights and Opportunities, or other human rights agencies. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans.

This policy covers nondiscrimination in both employment and access to educational opportunities. Therefore, any member of the University community whose acts deny, deprive, or limit the educational or employment or residential and/or social access, benefits, and/or opportunities of any member of the University community, guest, or visitor on the basis of that person’s actual or perceived membership in the protected classes listed above is in violation of the University policy on nondiscrimination. Unlawful discrimination includes harassment based on an individual’s membership, or perceived membership, in any legally protected category.

When Title IX of the Education Amendments of 1972 applies to alleged conduct, the Sexual Misconduct Policy and not this policy will govern. Similarly, discrimination based on disability status will be addressed through the ADA/Section 504 Grievance Procedure.

Procedures

To file a complaint pursuant to a violation of this policy, contact Megan D. Monahan, director of Title IX and equity compliance at mmonahan@fairfield.edu or (203) 254-4357.

Retaliation against any person who has made a complaint of discrimination, or who has cooperated in the investigation of such a complaint, is prohibited and is a violation of Fairfield University policy.

Informal Complaint Procedure

The complainant shall first attempt to resolve their complaint informally by meeting with the director of Title IX and equity compliance. If the complaint is not resolved informally, the complainant can file a formal complaint by following the procedure outlined below. 

Formal Complaint Procedure

A complainant may submit a written complaint to the director of Title IX and equity compliance. The complaint must clearly state: (a) The basis and rationale for the complaint; (b) The specific facts and/or policies supporting the complainant’s position; and (c) The remedy and resolution desired by the complainant.

The director of Title IX and equity compliance shall assess the written complaint and review all information necessary to render a written determination. If requested, the complainant shall supply any additional information and/or documents as requested by the director of Title IX and equity compliance. After a thorough investigation, the director of Title IX and equity compliance will issue a written letter of determination on the complaint within 30 business days after receiving the written complaint or will provide the complainant with notice as to any need for additional time to complete the letter, which shall not be unduly delayed. Further, the director of title IX and equity compliance shall provide the complainant with a copy of the letter of determination and take any steps necessary to implement their decision, including, but not limited to, providing a copy of the letter of determination to appropriate University officials. The director of Title IX and equity compliance’s letter of determination shall constitute the final decision in response to the complaint. All files relating to complaints will be kept for seven years.

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